The Boston Foundation
Overview
Manager of Operations & Facilities at The Boston Foundation. The role is responsible for overseeing the day-to-day maintenance and functionality of all facilities and equipment, leading facilities-related and office improvement projects, and ensuring smooth operations and high-quality standards. Acts as the primary liaison with building management and facility vendors, collaborating with the Senior Director and the Manager of Events to uphold consistent operational standards, particularly for activities at the Edgerley Center for Civic Leadership. Details
Department:
Office of the President Reports To:
Senior Director of Events, Operations and Facilities FLSA Classification:
Exempt FTE:
1 Supervises:
Office Operations Coordinator Hybrid Schedule:
3 days a week in the office, remaining two days remote. Some evenings and early mornings as needed. Position Budgeted:
$75,000.00 to $80,000.00 Responsibilities
Collaborate with the Senior Director and Manager of Events to align team goals and ensure operational needs are met. Supervise the Office Operations Coordinator and provide direction for day-to-day activities. Oversee the reception area to ensure a welcoming and professional experience for guests and partner organizations. Develop and maintain relationships with facility vendors to ensure high-quality service. Partner with Events team and Senior Director to update and enforce usage policies for the Edgerley Center. Provide logistical and technical support for events to ensure a consistent, high-quality experience. Oversee inventory for kitchens, workrooms, and general office supplies; manage vendor contracts for office supplies and related materials. Collaborate with the Senior Director to manage the departmental budget for equipment, furniture, supplies, and service contracts. Work with the Finance team to ensure timely and accurate invoice processing; manage monthly credit card reconciliations for the Events, Operations and Facilities Department. Manage all facility-related vendors to ensure high-quality service and value for the Foundation. Maintain and improve the physical workspace, coordinating deep cleans, paint touchups, and equipment upgrades. Lead office improvement projects from procurement to installation with minimal disruption to operations. Procure and maintain office furniture and equipment; ensure facilities-related insurance documents are accurate and up to date. Monitor and manage service contracts and renewals to secure favorable pricing and performance. Coordinate with building contacts (security, engineering, management, parking) to address ongoing needs; implement fire safety protocols and train floor marshals; provide regular updates. Serve as liaison to IT for meetings and events held in the Edgerley Center; support maintenance and upgrades of AV systems in conference rooms; collaborate with IT and HR on space usage and hoteling software (e.g., Robin). Develop user-friendly guides for AV/tech systems in conference and event spaces; coordinate periodic testing and training for AV/tech with IT. Qualifications
Preparation, Knowledge, Previous Experience: Minimum 5 years of experience in office management. High School diploma and equivalent experience in related field; college degree preferred. Skills, Abilities, Competencies
Proficiency with office systems and hardware (e.g., Prism/Building Engines, Brivo). Experience supervising staff and managing teams; strong communication skills with diverse audiences. Experience formatting and preparing financial reports (Excel, Concur/SAP, Questica). Excellent proofreading, editing, verbal and written communication; highly organized. Proactive, with the ability to take initiative and manage deadlines. Ability to handle confidential information; collaborative, with mature interpersonal skills. Working Conditions & Physical Demands
Ability to work at a workstation for long periods; work remotely and on-site as required. Proficiency with computer keyboard for extended periods; ability to lift up to 25 pounds; ability to stand for extended periods. Other Information
The content describes the general nature and level of work; it is not an exhaustive list of responsibilities. The role may include other duties as assigned. EEO statements and disability accommodations policies apply as required by law. Seniority level
Mid-Senior level Employment type
Full-time Job function
Management and Manufacturing
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Manager of Operations & Facilities at The Boston Foundation. The role is responsible for overseeing the day-to-day maintenance and functionality of all facilities and equipment, leading facilities-related and office improvement projects, and ensuring smooth operations and high-quality standards. Acts as the primary liaison with building management and facility vendors, collaborating with the Senior Director and the Manager of Events to uphold consistent operational standards, particularly for activities at the Edgerley Center for Civic Leadership. Details
Department:
Office of the President Reports To:
Senior Director of Events, Operations and Facilities FLSA Classification:
Exempt FTE:
1 Supervises:
Office Operations Coordinator Hybrid Schedule:
3 days a week in the office, remaining two days remote. Some evenings and early mornings as needed. Position Budgeted:
$75,000.00 to $80,000.00 Responsibilities
Collaborate with the Senior Director and Manager of Events to align team goals and ensure operational needs are met. Supervise the Office Operations Coordinator and provide direction for day-to-day activities. Oversee the reception area to ensure a welcoming and professional experience for guests and partner organizations. Develop and maintain relationships with facility vendors to ensure high-quality service. Partner with Events team and Senior Director to update and enforce usage policies for the Edgerley Center. Provide logistical and technical support for events to ensure a consistent, high-quality experience. Oversee inventory for kitchens, workrooms, and general office supplies; manage vendor contracts for office supplies and related materials. Collaborate with the Senior Director to manage the departmental budget for equipment, furniture, supplies, and service contracts. Work with the Finance team to ensure timely and accurate invoice processing; manage monthly credit card reconciliations for the Events, Operations and Facilities Department. Manage all facility-related vendors to ensure high-quality service and value for the Foundation. Maintain and improve the physical workspace, coordinating deep cleans, paint touchups, and equipment upgrades. Lead office improvement projects from procurement to installation with minimal disruption to operations. Procure and maintain office furniture and equipment; ensure facilities-related insurance documents are accurate and up to date. Monitor and manage service contracts and renewals to secure favorable pricing and performance. Coordinate with building contacts (security, engineering, management, parking) to address ongoing needs; implement fire safety protocols and train floor marshals; provide regular updates. Serve as liaison to IT for meetings and events held in the Edgerley Center; support maintenance and upgrades of AV systems in conference rooms; collaborate with IT and HR on space usage and hoteling software (e.g., Robin). Develop user-friendly guides for AV/tech systems in conference and event spaces; coordinate periodic testing and training for AV/tech with IT. Qualifications
Preparation, Knowledge, Previous Experience: Minimum 5 years of experience in office management. High School diploma and equivalent experience in related field; college degree preferred. Skills, Abilities, Competencies
Proficiency with office systems and hardware (e.g., Prism/Building Engines, Brivo). Experience supervising staff and managing teams; strong communication skills with diverse audiences. Experience formatting and preparing financial reports (Excel, Concur/SAP, Questica). Excellent proofreading, editing, verbal and written communication; highly organized. Proactive, with the ability to take initiative and manage deadlines. Ability to handle confidential information; collaborative, with mature interpersonal skills. Working Conditions & Physical Demands
Ability to work at a workstation for long periods; work remotely and on-site as required. Proficiency with computer keyboard for extended periods; ability to lift up to 25 pounds; ability to stand for extended periods. Other Information
The content describes the general nature and level of work; it is not an exhaustive list of responsibilities. The role may include other duties as assigned. EEO statements and disability accommodations policies apply as required by law. Seniority level
Mid-Senior level Employment type
Full-time Job function
Management and Manufacturing
#J-18808-Ljbffr