Summary: The Southern States Regional Operations Manager manages the day-to-day office operations for the Florida and Atlanta offices. This position is located in Plantation, Florida and reports to the Regional Operations Director, who also sits in Florida. Required travel 5-10%.Job Duties & Responsibilities:
Office Operations
- Manage daily office operations, including mail, deliveries, and shipping
- Monitor inventory of office and kitchen supplies and order supplies as needed
- Liaise with building management for maintenance requests
- Implement security procedures in coordination with national security team
- Liaise with national IT department for all office needs
- Prepare office for staff meetings/events; maintain order and cleanliness of common office areas
- Manage shared office calendars and Senior Staff calendars
- Assist with onboarding schedules, materials, IT set up, and HR processes for new hires
- Help organize and plan office team-building activities, holiday parties, etc.
- Ensure quality control and fiscal responsibility in all office operations
- Other duties as assigned
Financial Operations
- Receive and process all checks and fulfill credit card processing as needed
- Create end-of-month and end-of-year pledge reports for Regional Director approval
- Manage the regional office corporate cards for office and event expenses
- Submit expense reports on behalf of Regional Directors and office corporate cards
- Submit invoices with appropriate coding for payment
- Work with Program Director to track and maintain office budgets
Development Support
- Process all pledges and payments
- Create and distribute invoices for donor billing purposes as needed
- Maintain and update donor database in Salesforce
- Provide administrative support for Senior Staff as needed
- Assist team members in preparation of materials for meetings and events
Qualifications/Skills:
- Strong PC proficiency and competence in MS Word, Excel, and Outlook
- Ability to learn quickly and develop proficiency in internal software systems, including Salesforce, Smartsheets, Outreach, Slack, AnyBill, Concur, and Ultipro
- Self-motivated, independent, detail oriented, and highly organized
- Able to juggle multiple priorities with excellent time management and communication skills
- Ability to work well with colleagues in a professional and collegial manner
- Previous administrative experience preferred
- Bachelor’s degree required
AIPAC offers a competitive and comprehensive benefits package that contributes to employees overall total compensation package. We are currently working remotely two days a week, and in our offices the other three. AIPAC is an equal opportunity employer.
Posting Instructions
- Please provide a cover letter with a resume to be considered. Incomplete applications with missing documentation will not be considered.
- If applying for more than one position please use the 'Attachment' function to attach a position-specific cover letter.
- Please use your legal names when completing the employment application (no nicknames).
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