Business Manager – Assessment Site

Manage the day-to-day administrative functions of the Assessment Site.

• Maintain organized records, files, forms, invoices, purchase documentation, and other business-related records.

• Serve as a point of contact for administrative and business matters at the site.

• Monitor administrative deadlines and follow up with appropriate staff and departments.

• Assist site leadership with preparing reports, tracking information, and maintaining required documentation.

Budget and Financial Support

• Monitor site-related expenditures and assist with maintaining the site budget.

• Track purchases, invoices, purchase orders, and outstanding payments.

• Review documentation for accuracy and completeness before submission.

• Work with Finance to resolve billing, invoice, purchasing, and payment issues.

• Maintain records of site expenditures and provide regular updates to site leadership.

• Identify potential budget concerns and bring them to the attention of the Program Director.

Purchasing and Inventory

• Coordinate the ordering of office, program, cleaning, PPE, and other operational supplies.

• Monitor inventory levels and maintain appropriate stock of essential supplies.

• Maintain an accurate inventory of site equipment, furniture, supplies, and other agency property.

• Coordinate with vendors and agency departments regarding deliveries, orders, and service needs.

• Ensure purchases are made in accordance with agency purchasing procedures.

Timekeeping and Personnel Administration

• Assist with monitoring staff timekeeping and attendance records.

• Review timesheets for accuracy and follow up on discrepancies with supervisors.

• Assist with onboarding and offboarding administrative requirements.

• Maintain required personnel-related documentation in coordination with Human Resources.

• Support site leadership with staffing-related administrative tracking.

Vendor and Facility Support

• Coordinate administrative communication with vendors and service providers.

• Track facility-related requests, work orders, deliveries, and outstanding issues.

• Follow up with appropriate departments regarding maintenance, repairs, supplies, equipment, and other site needs.

• Maintain documentation related to vendor services and facility requests.

Compliance and Documentation

• Maintain organized records necessary for internal reviews, audits, inspections, and monitoring visits.

• Assist site leadership in ensuring required documentation is available and up to date.

• Support preparation for DHS, agency, and other regulatory or contractual reviews.

• Immediately report significant administrative, financial, inventory, or compliance concerns to the Program Director.

Communication and Team Support

• Work collaboratively with program, social services, security, facilities, human resources, finance, and operations staff.

• Attend staff and administrative meetings as assigned.

• Provide timely information and follow-up to site leadership.

• Maintain confidentiality regarding personnel, client, financial, and agency information.

• Perform other duties and responsibilities as assigned.

Associate degree in Business Administration, Finance, Accounting, Public Administration, or a related field preferred.

• Minimum of 3 years of experience in business administration, shelter operations, nonprofit administration, finance, or a related field.

• Strong organizational and administrative skills.

• Ability to manage multiple priorities and meet deadlines.

• Strong attention to detail and accuracy.

• Proficiency with Microsoft Office, including Excel and Word.

• Ability to maintain confidential information.

• Strong written and verbal communication skills.

• Ability to work collaboratively with staff at all levels of the organization.

Knowledge and Skills

• Budget monitoring and expense tracking

• Purchasing and inventory management

• Administrative recordkeeping

• Timekeeping and attendance tracking

• Vendor coordination

• Microsoft Office and Excel

• Report preparation and data tracking

• Knowledge of nonprofit or shelter operations preferred

• Knowledge of DHS requirements and shelter documentation preferred