Operations Manager
The Real Estate and Workplace Strategies (REWS) department is seeking an Operations Manager who will be tasked with providing exceptional operations support and management for the Washington DC office. The ideal candidate for this position will thrive in our dynamic and fast-paced environment to manage a variety of needs across the organization. They will be essential in providing an efficiently functioning workplace that meets the evolving needs of visitors and staff.
As Operations Manager (Manager), this position is responsible for the delivery of business and workplace services for 100+ staff ranging from interns to executive leadership representing multiple Earthjustice departments and programs and visitors. This position plays a critical role collaborating with regional office and practice managers along with other staff throughout the organization representing REWS workplace operations standards. In addition, the Manager is responsible for maintaining a safe and healthy work environment for employees, planning staff cultivation events, improving the workplace experience, responding to emergencies, and engaging in long-term space planning. In this position, the person has oversight in repair, maintenance, improvements, and acquisitions for the DC workspace, and participates in organizational projects.
The position will report to the Director of Workplace Operations & Administration to provide support implementing Earthjustice’s workplace operations standards and implementation of the Future of Work initiative. The Manager will supervise the Office Associate position. The office manager should be willing to work from the Washington, DC office at least 3x/weekly under a hybrid model.
Responsibilities:
Operations Management (Facilities, Administration & Office) (25%)
- Manage the efficient operations of the 100+ DC office for all departments and programs.
- Assist in the development and implementation of best business practices and procedures; creates strategies to improve them when opportunities arise; take initiative to identify cost-saving strategies that can be implemented without impairing office operations; implement and manages those plans; and monitors current processes and procedures.
- Serve as liaison with property management, building services staff, and security regarding building services, repairs, access and other matters.
- Maintain relationships between vendors/partners, negotiating contracts, creating standards for the vendors, and finding the best available vendors.
- Maintain oversight of offsite storage utilization and budget, periodically review vendor contracts to maximize security and cost-effectiveness to the organization.
- Develop and manage office maintenance schedule and agreements to ensure best practices.
- Collaborate with regional office managers in the 14 office locations to collect data and implement Future of Work initiatives and practices.
- Draft and share all relevant communication to DC based staff via written correspondence or intranet site.
Project Management (15%)
- Partner with vendors on furniture installations and building repair projects.
- Ensure DC team projects are in alignment with org-wide workplace standards
- Propose and manage facility repair, and construction, and move budgets and activities to the Director.
- Oversees all office moves, reconfigurations, and requests for new services or setups.
- Responsible for office equipment leasing, purchasing, and maintenance.
- Executes REWS, DC Office, and special projects, as assigned.
Workplace Operations & Support (30%)
- Provide administrative and operations support for visiting staff and others, including the provision of office space, computers, and assistance with travel logistics.
- Partners with operations staff to develop services and provide regional office perspective for major software rollouts, change in organizational policies and infrastructure upgrades.
- Assists DC management and leadership with the development and implementation of operational improvements and services throughout the DC office.
- Discusses and problem-solves concerns involving visitors, staff, and callers and related issues to the processes at reception.
- Work to ensure the organization follows the most advanced Sustainability and Health and Wellness strategies set for the organization.
- Assist in the launch, implementation, and training of staff in software and other organizational new systems, changes in organizational policies, and infrastructure upgrades.
Events
- Organize various cultivation and morale-building events for the Washington, DC office programs and departments including: developing menus, overseeing caterers, and getting materials for presentations.
- Oversee planning for transportation for the DC area retreat, as needed by the Events team.
- Partner with Events team to coordinate staff retreats and meetings; setup departmental or organizational events as needed.
- Manage the scheduling, planning, and coordination of virtual, in-person, offsite, and hybrid events and meetings.
- Coordinate with others to implement events and activities in the DC office (ex. Staff, donor, client, and member visits to the DC office location, Policy & Legislative visitors and events, board meetings, program, and leadership retreats, HR (Human Resources) training, DEI) and other staff cultivation activities.
IT Services
- Work collaboratively with IT to implement new equipment installations of computer equipment, audio/visual, office equipment, and telephone systems
- Serve as backup to IT on video conferencing and meeting set-ups.
- Coordinates with the Information Technology team to ensure network (Internet, Wi-Fi), and equipment functionality.
- Troubleshoots problems with office equipment (copiers, printers, fax machines, and postage meter) along with on-site IT staff.
Health & Safety
- Manage ergonomic programs and provide ergonomic support to staff in the DC office to reduce worker injury by managing a budget and allocating funds.
- Serve as liaison to building management in the reporting and handling of all security matters.
- Maintain knowledge of OSHA requirements and ensure the office environment is fully compliant.
- Plan and execute office safety training; ensure regular staff training on evacuation and emergency procedures including performing routine inspections of the office suite and oversees office suite security functions; oversees the proper maintenance of all safety equipment and procedures.
- Develop and maintain security and fire protection protocols that reflect current standards and best practices, including evacuation plans, security operation manuals, accident and incident reports, fire, and natural disaster scenarios, and related materials.
- Chair the DC emergency & preparedness committee. Facilitate staff training on evacuation procedures to ensure their knowledge of emergency procedures.
- Train staff floor wardens in emergency procedures. Maintains the emergency procedure manual and ensures that supplies are available and shelter-in-place rooms are stocked.
Human Resources
- Responsible for planning and conducting new hire office orientation of new hires, law clerks, externs, pro bono attorneys, externs, and interns.
- Manages offboarding including resigning employee final paperwork, and completion of DEAR form.
- Recruit and hire qualified candidates who fit position requirements for office and facilities staff positions.
- Contribute to recruiting, hiring, developing, and retaining a diverse and inclusive workforce. Serves on hiring panels.
- Coordinate the hiring process for Workplace REWS departments by screening applicants, coordinating interviews, administering tests, and participating in discussions and evaluations of candidates.
Management & Supervisory (15%)
- Directly manage and support the development of the Office Associate position. Will also supervise temporary office staff and consultants as needed.
- Builds a sense of community with Operations staff (Admin/Office, HR, IT & Finance) located in DC office and develop a strong rapport and trust within the team.
- Develop office support roles by identifying and encouraging training and professional development opportunities appropriate to the role.
- Provide staff with consistent performance feedback – both positive and constructive -- and acts as a coach and mentor.
- Create a respectful and inclusive work environment for the team and model respectful and inclusive behavior.
- Create or identify strategic opportunities for team building and individual and overall staff engagement to strengthen teamwork, interaction, and collaboration.
Financial Management (5%)
- Work with the Director to develop mid-year forecast and annual budget; and approve and track spending accordingly in financial statements for the Washington, DC facilities and REWS.
- Reviews monthly financial statements and conducts variance analysis for DC facilities budget.
- Responsible for processing vendor billing, expense reporting, and invoice management in Concur.Ensure invoices and expense reimbursements for the DC office facilities are processed in a timely manner.
Diversity, Equity, and Inclusion (10%)
- Contribute to a culture of collaboration and partnership by encouraging staff and team members to view and conduct themselves as members of a truly integrated organization, working cross-departmentally toward common goals.
- Act as a visible champion for integrating diversity, inclusion, and justice throughout the organization's operations, culture, and programs participating in management and diversity training and modeling inclusive behaviors.
- Find opportunities to promote a culture of respect within the Washington, DC office and other locations.
Qualifications:
- Bachelor's degree required.
- Notary Public Commission and CPR/First Aid certification are a plus.
- At least 3-5 years of workplace management experience is required; understanding of and experience with a multi-site organizational structure is preferred.
- At least 2-3 years of supervisory experience is required.
- Highly proficient with Microsoft Offices suite of programs.
- Ability to remain composed and effective under pressure.
- Excellent verbal and written communication skills.
- Energetic self-starter with the ability to work well independently and in a team setting.
- Courteous, professional, and helpful demeanor, possessing a positive attitude.
- Strong interpersonal skills and ability to work amicably with various departments and offices while still accomplishing goals and meeting deadlines.
- High-quality work standards and ethics, strong attention to detail, and willingness to dedicate time and challenging work to Earthjustice.
- Capable problem solver with the ability to analyze factors in a situation and develop creative and effective solutions.
- Effective multi-tasker with the ability to quickly analyze and resolve problems.
- Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations.
- Contributes to creating a diverse, equitable, and inclusive work culture that encourages and celebrates differences.
Management (Essential Skills)
- Ability to effectively manage and lead a diverse team with emotional intelligence (self-awareness and understating of the impact of their behavior) and cultural humility (an understanding of the need for additional learning about various cultures, backgrounds, and orientation and implementation of that learning daily management practices).
- Ability to give and receive regular formal and informal feedback in a timely, constructive, respectful, and consistent manner and incorporate debriefing into the team's operations.
- Dedicated team mentorship and communication skills
- Understands the individual and team strengths and areas for development and develops plans accordingly.
- Commitment to and experience developing team skills and talents to meet an organization's evolving needs.
We offer a competitive salary and excellent benefits that are comprehensive and competitive. We also offer an extremely congenial work environment and a casual dress code. As a 501(c)(3) organization, Earthjustice is a qualifying employer for purposes of the Public Service Loan Forgiveness (PSLF) Program.
Salary is dependent on experience and location.
Salary based in Washington, DC: $100,300 - $111,400
To Apply:
Interested applicants should submit the following via Jobvite:
- Resume
- Cover letter
Click here to apply: https://app.jobvite.com/j?cj=oSjGlfwW&s=Handshake
Please reach out to jobs@earthjustice.org if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies.
Earthjustice is driven by a passion for justice, partnership and excellence. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are given equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information or any other factor that is not related to the position.
For positions located within the City and County of San Francisco: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
For positions located within the City of Los Angeles: We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.