Operations Manager

The Operations Manager will be a key operational role at the Partnership for Miami, reporting to the Chief of Staff and overseeing office operations, administrative support, and internal systems. This individual will be responsible for ensuring the efficient management of day-to-day activities, providing support to the leadership team, and overseeing essential functions such as scheduling, document organization, and office coordination. In addition to handling administrative tasks, the Operations Manager will play a critical role in maintaining the organization's fiscal health by managing basic bookkeeping, financial reporting, and office resource management.

The position is in-office position based in Coral Gables, Florida and the ideal candidate will be highly organized, detail-oriented, and proactive with experience in administrative support, financial oversight, and office management. Occasional evening and weekend work may be required.

Key Responsibilities: 

• Provide full administrative support to the President, Chief of Staff, and leadership team, including managing schedules, coordinating meetings, and preparing agendas and follow-up materials.
• Responsible for handling internal and external communications, including phone calls, emails, and mail distribution.
• Manage logistics for leadership meetings and events, including scheduling, agenda preparation, meeting notes, and travel arrangements for team members.
• Assist with organizing events, convenings, and meetings, ensuring all logistics are in place, from venue booking to materials preparation.
• Oversee day-to-day financial operations, including managing accounts payable and receivable, processing invoices and expense reports, and ensuring timely payments.
• Maintain accurate financial records and assist with month-end and year-end closings, using accounting software (e.g., QuickBooks or similar).
• Assist leadership with budget preparation and monitoring, ensuring that expenses align with organizational priorities and are within budget.
• Prepare financial reports for leadership and board meetings, ensuring timely and accurate documentation of the organization’s fiscal health.
• Handle sensitive information and maintain confidentiality. Ensure that financial, legal, and organizational documents are stored securely and in compliance with regulations.
• Oversee office supplies and resource management, ensuring that the office is well-stocked and that all equipment is functioning properly.
• Serve as the primary point of contact for any office-related issues, including managing office space and coordinating with building management.
• Liaise with external vendors, including those providing office supplies, technology support, and other services, ensuring cost-effective and efficient solutions.
• Work closely with all staff members to ensure smooth daily operations and provide administrative support as needed.

Qualifications:

• 5 years' experience in office management, administrative support, or operations management, preferably in a nonprofit, public policy, or similar civic-focused environment.
• Strong background in financial oversight and basic bookkeeping, including experience with accounting software (e.g., QuickBooks, Xero) and preparing financial reports.
• Exceptional organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Excellent verbal and written communication skills, with the ability to interact with staff, vendors, and external stakeholders professionally.
• Ability to address and resolve operational challenges efficiently and creatively.
• High attention to detail, particularly in financial management, document organization, and scheduling.
• Proficient in Google Suite (Docs, Sheets, Slides) and comfortable using various office management software and tools. Familiarity with project management tools (e.g., Asana) is a plus.
• Ability to work in a fast-paced, dynamic environment and adapting to the evolving needs of a nonprofit organization.

 

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