Job Overview
The Operations Manager serves as a vital position and ensures that core operational processes and activities are addressed in a timely and high-quality fashion. This individual will work to improve the efficiency of the ministry by limiting or removing administrative burden on ministry staff. A significant portion of this role will be directed toward financially related duties such as expense management, financial record keeping and reporting and tenant invoicing. This role requires a servant-hearted individual who is highly organized, relationally warm, and committed to operational excellence—all in service of the church's mission to reflect the love of Jesus to those around us.
Job Description
Expense Management
- Office Expenses
- Become familiar with Bill.com applications.
- Ensure that smaller recurring office expenses charged to a business card are paid using a single account & receipts are uploaded to Bill Spend & Expense timely.
- Review expense submissions of Immanuel staff for reasonableness and adequate documentation
- Establish recurring communication with staff to ensure that all items required to document expenditures for any given month are uploaded to Bill Spend & Expense (fka Divvy) not later than one week after month end.
HR & Finance
- Employee onboarding – create standard information package
- Create onboarding procedure (see Policy & Procedure)
- Create onboarding information package
- PTO tracking –evaluate existing process and if necessary, establish an alternate routine for PTO documentation
- Monthly Close assistance working with Immanuel's accountant
- Annual budgeting assistance
Tenant Management
- Verify that rental payments are made by tenants
- See that utility invoices are aggregated and copies are emailed to tenants together with a request for payment of their pro rata shares as specified in lease agreements
- Attend regular meetings with tenants, record key commitments and critical dates; generate project milestones & schedules to address commitments as appropriate.
Project Organization
- Act as project manager for key Immanuel operational objectives.
- Assist with infrequently held special events related to the Easter and Christmas gatherings, and members meetings (1-2/year). Depending on the candidate's expertise, this may entail budget allocation for events, or it could extend to assistance with event planning
Policy & Procedure
- Become familiar with key policies; identifying gaps or needed updates
- Periodically review procedures documents and draft updates, relying on advice from staff as appropriate for each procedure
- Identify and develop simplified, time saving procedures where there is opportunity