Operations Manager

Position Overview:

The Operations Manager at Harvest Home creates manages and implements supportive systems so that Harvest Homes residential facilities programs and offices operate well. Responsibilities include facilities & systems maintenance inventory donations vendor and volunteer management and general administrative responsibilities. This role also focused on creating a positive Team experience from Hiring to Onboarding and throughout their employment. This role focuses on creating a positive team experience from hiring to onboarding and throughout employment while serving as the first point-of-contact (POC) for employee day-to-day team needs. You will partner with the Director of Operations and Executive Director to plan coordinate and drive highimpact projects fundraising activities and operations that advance organizational strategy and systems/processes. Additional responsibilities include volunteer management and oversight of volunteers for the organization.

This is a Full-Time (40 hours weekly) role Monday through Friday across both homes with occasional weekends for special events and responsibilities.

The following responsibilities are integral to our employee and organizational success. Responsibilities are split between Residential Program in Venice and Administrative Office/2nd Residential site in Pico Robertson.

Primary Responsibilities:

• GENERAL OPERATIONS & ADMIN: Execute financial processes including processing invoices for maintenance facilities and operations. Managing relationships with these service provides/vendors ensuring all invoices are paid on time. Creating and managing vendor scheduled maintenance; prepare operations monthly/quarterly reports as requested; manage systems maintenance and troubleshoot issues with staff computers security systems copier internet etc. Scheduling and having oversight of maintenance for organizational vehicles delegating activities to residential team. Support with other administration and operations functions as needed including but not limited to financial processes inventory and procurement and digital file clean up. Work with both homes to maintain general safety; conduct regular weekly facilities walkthroughs at both homes; conduct quarterly safety and fire drills with the support of DOO; effectively communicate with RLCs at both homes and residents about any maintenance or operational issues affecting the homes/offices
• HIRING CYCLE: From start to finish oversee the recruitment process including the full-cycle of drafting job descriptions posting job positions sourcing and interviewing candidates scheduling and conducting in-person interviews serving as the point-of-contact for job candidates drafting offer letters running background checks and facilitating the onboarding and offboarding processes to ensure seamless transitions. Manage and maintain internal surveys (Getting to Know Favorites Personal Assessments MBTI etc.). Attend and participate in person and virtual job fairs and recruitment events.
• COMPLIANCE: Stay current and implement updates on state and federal labor laws working with the Director of Operations to ensure organizational compliance. Conduct training audits regularly to ensure that staff have current and up-to-date credentials certifications and training (e.g. Mandated Reporter Training therapy licensure etc.) completed. Ensure Standard Operating Procedures (SOPs) and staff handbooks are up to date for roles throughout the organization. Update and maintain Harvest Homes Employee Handbook and HR policies to reflect current laws and organizational practices. Support staff for grievances and incidents including scheduling internal meetings and coordinating legal consultation calls/correspondence and administrative duties as required. Ensure operational and safety regulations are followed as necessary.
• INVENTORY PURCHASING DONATIONS (Program specific): Maintain relationships with partnerships volunteers as related to the supplies for the home in collaboration with Associate Director of Residential Programs and -kind donations: rolling weekly donation drop-offs at Pico; maintain an inventory of office supplies for both sites and manage staff kitchens at both homes; support with coordination of Food Bank pickups working with the program team and volunteers; keep up-to-date on residential program inventory for Baby Boutique layette baskets donations based on need of the home.
• PERFORMANCE: Oversee annual Performance Review Cycle and milestone meetings and onboarding including 30/60/90 Day Reviews including preparation for and communications with supervisors the entire time throughout the performance cycles (annual 30/60/90). Facilitate and analyze Employee Satisfaction Surveys (eNPS Wellbeing etc.). Collaborate with supervisors regarding performance concerns and outcomes (e.g. Performance Improvement Plans write-ups training development etc.) as an extension of HR support and compliance. Support the Leadership Team by addressing team and individual performance concerns.
• TEAM CULTURE/CELEBRATIONS: Develop and carry out staff celebrations (e.g. staff birthdays work anniversaries wins) staff wellness and development training (Harvest Home Cares) and team support. Manage monthly team meeting updates and PowerPoint and preparation for staff training team wellness and development meetings and gatherings. Manage budget and preparation/purchase and correspondence for all staff gifts/celebrations wellness activities/events staff outings and team training and development. Develop and execute HH Cares to support teams (e.g. sickness bereavement personal challenges etc.).
• STRATEGIC INITIATIVE PROJECTS (Examples below not an exhaustive list):
  • Project management & Performance Tracking: Own project timelines milestones and deliverables; create project plans monitor progress and ensure ontime completion. Executive support: Provide daytoday executive support including scheduling meeting preparation briefing materials and followup. Communication coordination: Facilitate collaborative meetings to align project team members and maintain clear communication across teams.
  • Steer the implementation process of CARF Accreditation including project oversight managing the operational schedule and tasks necessary to acquire CARF accreditation. Support with fundraising projects with Executive Director and fundraising team for special fundraising events donor-related activities (e.g. Open House special events tours etc.).Support with strategic operational projects with Director of Operations that provides oversight and project coordination for strategic projects in organization basement planning safety & compliance. Support with research collaborate and implement new HR specific and operational tools as needed.
• HOUSEHOLD OPERATIONS: Work with Director of Operations and Associate Director of RP to manage Apricot maintenance log to address maintenance requests at both homes; maintain storage spaces on a regular basis including Pico basement Venice sheds and general storage areas; Assist with the annual calendar of household maintenance and coordinate with necessary entities to address home maintenance requirements such as fire alarms public health etc.; work with DOO and vendors for regular maintenance schedules throughout the year; oversee volunteers and groups that support household operations and Pico basement organization/cleaning.
• VOLUNTEER SUPPORT: Day of contact for volunteers. Additional specifics to be determined over the next few weeks.

GENERAL STAFF RESPONSIBILITIES

• Log notable maintenance activities on web-based resident log
• Interacts appropriately with residents in the home referring them to Program Staff as needed
• Manage external email communications () and donations mailbox
• Represent Harvest Home at community eventsand through speaking engagements whenavailable.
• Greet guests and give tours of both homes as needed

Qualifications

• Ability to lead and collaborate with teams to accomplish goals
• Exceptional people skills and spiritual and emotional maturity
• Excellent written oral and interpersonal communication skills
• Must be able to work autonomously take initiative and be receptive to critical feedback and direction
• Ability to manage time and competing priorities
• Strong logistical and administrative skills
• Exceptional critical thinking decision making and problem-solving skills
• Ability to uphold a professional demeanor and interact effectively with clients volunteers donors and the general public.
• Strong computer skills; proficiency with Microsoft Office software

Preferred Experience

• 2-5 years working experience in non-profit or business operations; experience in the non-profit sector social services or Christian ministry is a plus
• 2 years experience in a people operations/HR role or project management
• Experience managing hiring and onboarding processes

Other Requirements

• Valid California Drivers license and clean driving record
• Comprehensive background check (After offer)
• If needed SHRM-C Certification (Harvest Home will pay for course materials and testing)
• Need the ability to lift 25lb boxes to a height of 3-4 feet and move them to multiple locations.

Benefits:

• Sick Time & Vacation Time
• Medical Dental/Vision Benefits
• Life insurance & AD&D
• Cell Phone Stipend
• Training & Development Opportunities
• 401K with match
• FSA Benefits

Required Experience:

Manager