Operations Support Manager

The Operations Support Manager is responsible for supporting the day-to-day administrative and operational functions of the organization. This role ensures the office operates efficiently, maintains key corporate and operational records, coordinates with external service providers, and provides support across HR, legal, finance, IT, and executive functions. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities across different areas of the business.

Key Responsibilities

Administrative & Office Management

• Oversee day-to-day office operations and maintain an organized, professional, and functional workplace.

• Manage office supplies, inventory, and routine restocking to ensure necessary materials are readily available.

• Administer the office entry and security access systems, including issuing, updating, and deactivating employee and visitor access as needed.

• Receive, sort, distribute, and coordinate incoming and outgoing mail and deliveries.

• Coordinate meeting logistics, including conference room scheduling, preparation, and meeting materials.

• Manage and support Zoom and other virtual meeting platforms, including meeting setup and troubleshooting.

• Attend meetings as needed to take notes, document key discussions, and track action items and follow-ups.

• Coordinate with vendors and service providers related to office operations, maintenance, and administrative needs.

• Coordinate and book business travel for executives and employees, including flights, hotels, ground transportation, and other travel arrangements.

• Prepare and maintain travel itineraries, confirmations, and related documentation.

• Manage travel changes, cancellations, and last-minute adjustments as needed.

• Ensure travel arrangements comply with company policies, budgets, and traveler preferences.

Operations & Corporate Support

• Serve as the primary liaison with outside legal counsel and coordinate legal and corporate administrative matters as directed.

• Maintain an organized contract management and filing system, including executed agreements, renewals, amendments, and related documentation.

• Track important contract dates, renewals, expirations, and required follow-up actions.

• Provide general HR support, including employee documentation, onboarding and offboarding, personnel records, benefits administration, and coordination of HR processes.

• Coordinate Board meetings, including scheduling, meeting logistics, preparation and distribution of materials, and administrative support before, during, and after meetings.

• Process vendor and service provider invoices, including reviewing invoices for accuracy, obtaining necessary approvals, maintaining supporting documentation, and coordinating timely payment with the appropriate finance or accounting team.

• Assist with expense reconciliation by collecting documentation, reviewing expense records, organizing receipts, and coordinating with the finance team as needed.

• Maintain and manage company subscriptions, memberships, software licenses, and recurring services, including monitoring renewals and identifying unnecessary or duplicate expenses.

• Serve as the internal liaison with IT and cybersecurity providers to coordinate technology support, security requirements, employee access, and issue resolution.

• Manage the company's device inventory, including laptops, phones, tablets, and other equipment; coordinate device assignment, setup, return, replacement, and recordkeeping.

• Support employee onboarding and offboarding from an operational perspective, including coordinating devices, system access, office access, and required documentation.

• Maintain organized operational records and ensure company documentation is properly filed, accessible, and kept up to date.

Qualifications

• Bachelor's degree in Business Administration, Operations, Human Resources, or a related field preferred.

• 3+ years of experience in operations, office management, administration, or a similar cross-functional role.

• Strong organizational and project management skills with exceptional attention to detail.

• Ability to manage confidential and sensitive business, employee, legal, and financial information with discretion.

• Strong written and verbal communication skills.

• Experience coordinating with external vendors, legal counsel, IT providers, and other professional service providers.

• Proficiency with Google Workspace and virtual meeting platforms such as Zoom.

• Familiarity with HR administration, contract management, invoice processing, expense reconciliation, travel coordination, and corporate recordkeeping preferred.

• Ability to work independently, prioritize competing responsibilities, and proactively identify operational needs.

Core Competencies

• Organization & Attention to Detail

• Operational Problem-Solving

• Confidentiality & Discretion

• Cross-Functional Coordination

• Communication & Follow-Through

• Time & Priority Management

• Vendor & Service Provider Management

• Technology & Systems Administration

Additional Information

This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. The employee will be required to follow any other job-related instructions and to perform any other job-related duties. Open communication and feedback with the Manager is encouraged, especially as the job evolves.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities listed above are essential job functions and requirements and are subject to possible modification to accommodate individuals with disabilities reasonably. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently.

The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Equal Opportunity Employer

The Employer provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.