The Operations and Logistics Manager is responsible for providing support to ensure the most efficient operations and logistics of the Washington DC office of Americans for the Arts and the close out of the NYC office and the acquisition and sustainment of shared office space on a month-to-month basis. The Manager should possess strong skills in developing, maintaining, and improving organization and office-wide systems. The Manager should have an eagerness to learn, prefer to work independently, and have an enthusiasm for the arts. The Manager requires the highest degree of professionalism, poise and ability to treat sensitive materials confidentially. Attention to detail and ability to multifunction are critical. This position will be involved in every facet of the Operations Department’s work at Americans for the Arts.
The Operations and Logistics Manager position will report to the incoming Chief of Staff.
KEY DUTIES AND RESPONSIBILITIES
Support the day-to-day operations and logistics of the Washington, DC office physical space including maintenance of the conference rooms, kitchens, lighting, recycling, and general workspaces.
Create and maintain systems for consistently improving workflow and efficiency within the organization.
Procure, maintain, and organize all office space supplies to meet work demands of Washington, DC staff in an environmentally green way.
Act as primary liaison with building maintenance and management.
Manage internal controls and system security to reasonably ensure the safeguarding of all of Americans for the Arts’ assets.
Coordinate with the Chief of Staff and the VP Systems Engagement Strategies and other members of Systems Engagement team to determine work location and technology setup for new employees.
Establish and maintain a complete inventory and accountability of all organizational property and insurance coverage in coordination with Finance Department.
Manage on-site and off-site storage Manage the emergency planning procedures and training for the Washington, DC Office.
Conduct selection and maintenance of all office equipment. Ensure that all office copiers, fax machines, and printers are ready for use each morning.
Act as the primary liaison to FedEx/Kinko’s, UPS, and Office Depot.
Run monthly reports on postage machines.
Manage and maintain the weekly report to all staff at the end of every week and prepare the next week’s report document for staff to edit.
Lead the Washington, DC Office relocation project. As of November 4, 2021, construction is underway. This position will take over the project through completion including:
Work with Moving Company to ensure everything, packed, shipped, and is out of the old space by January 31, 2022.
Work with construction Project Manager on final steps of relocation.
Coordinate staff walk throughs where appropriate.
Work with staff to set up the new office space.
Update Americans for the Arts address with all vendors, business cards, etc.
Lead the New York Office closure project. The lease for the NY office expires on March 31, 2022
Work with NY Staff on clearing out NY office.
Work with Project Manager on clearing out NY office, shipping some items to DC, others to storage.
Finalize co-working space agreement for NY Staff.
Supervise Customer Service Coordinator who serves as the receptionist and is the first point of contact for all callers.
Coordinate phone communication needs for RingCentral to ensure incoming calls are answered, screened, and forwarded appropriately.
Oversee cross departmental team that forms the call center and related information processing of the organization, this includes developing schedules, assigning, and monitoring work, gathering resources, implementing productivity standards, resolving operational problems, maintaining reference manuals, and implementing new procedures to ensure effectiveness and efficiency.
Report on phone queue trends and ensure queue goals are meant.
Develop procedures and best practices for member care inquiries and processing requests; and disseminate information to appropriate staff members.
Develop, audit, and review service performance for the Customer Service Call Team
Serve as escalation point to ensure customer complaints are successfully expedited.
Provide support to the Chief of Staff to ensure that the department is well managed and organized to support organizational activities and goals.
Meetings and Events Logistics
Coordinate group shipments for off-site meetings and events
Serve as stage manager (AV contact) for specific Americans for the Arts events including Rockefeller Lecture, Arts & Business Partnership Awards, NAMPC, and National Convention
Serve as assistant stage manager for Americans for the Arts’ National Arts Awards
Plan out, order, and maintain Americans for the Arts promotional materials
Coordinate the order and shipment of Americans for the Arts awards
Store and maintain items shared by multiple departments for use offsite, such as backdrops, offsite printers
Organize all Washington DC office specific social gatherings (monthly birthdays, lunches, farewells, etc.)
Founded in 1960, Americans for the Arts is the nation's leading nonprofit organization for advancing the arts and arts education. From offices in Washington, DC and New York City, we provide a rich array of programs that meet the needs of over 150,000 members and stakeholders. We are dedicated to representing and serving local communities and to creating opportunities for every American to participate in and appreciate all forms of the arts.
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