Operations Manager

About SHF: Founded in 1969, Settlement Housing Fund is a nonprofit affordable housing organization. We own and operate 3,147 affordable apartments across New York City and are currently creating and preserving an additional 3,031 apartments. We provide social services through on-site support to ensure housing stability for tenants who have transitioned from shelters into permanent housing at our buildings and those of other owners. We serve as an HDFC nominee to provide private developers with access to City financing to expand the supply of affordable housing. We are a leader in tenant selection and affirmative fair housing, leasing hundreds of units annually for other affordable housing owners.

JOB SUMMARY: The Operations Manager serves as a key operational partner supporting the efficient functioning of Settlement Housing Fund (SHF) across all departments and staff locations. The position is responsible for coordinating and overseeing day-to-day operational activities, facilities management, office administration, technology support coordination, employee onboarding logistics, procurement support, grants and contracts administration support, organizational events coordination, and special projects.

Working closely with the Director of Operations and Grants Administration, the Operations Manager helps ensure that organizational systems, facilities, equipment, vendors, and administrative operations effectively support SHF's mission and strategic objectives. The position serves as a cross-functional resource to all departments and may lead operational initiatives and special projects that improve organizational effectiveness and efficiency.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operations Administration & Procurement

• Provide direct administrative and operational support to the Director of Operations and Grants Administration, including coordination of departmental priorities, meetings, projects, organizational initiatives, and strategic priorities.

• Coordinate operational transactions and documentation, including Personnel Approval Forms (PAFs), purchase orders, payment requests, procurement records, vendor agreements, contract renewals, and related administrative processes.

• Support procurement, vendor management, and contract administration activities, while helping ensure compliance with organizational procurement, contracting, and operational procedures.

Operations Management

• Serve as a cross-functional operational resource to all SHF departments and locations, providing coordination, problem-solving, administrative support, and coverage during vacancies, leaves, or periods of increased workload.

• Identify, recommend, and implement improvements to operational processes, workflows, administrative systems, procedures, tools, and best practices to improve organizational efficiency, consistency, and service delivery.

• Lead or support cross-functional projects, organizational initiatives, operational improvements, and special assignments as designated.

Facilities & Office Management

• Oversee office management functions and operational needs across SHF locations, including office space and seating assignments, workspace readiness, conference room coordination, mail and shipping services, office supplies, and related administrative services.

• In coordination with the Director of Operations & Grants Administration and with support from department leadership, help ensure SHF office locations maintain a professional, safe, functional, and well-equipped work environment.

• Coordinate facilities vendors and service providers and oversee preventative maintenance, repairs, building services, and day-to-day facilities issues, including HVAC, janitorial services, window cleaning, office repairs, copiers, mailing equipment, water coolers, and related systems.

Information Technology & Equipment Management

• Serve as the primary operational liaison between SHF staff and assigned technology vendors, supporting IT projects, technology initiatives, process improvements, and the resolution of routine technology and equipment issues.

• Coordinate employee technology onboarding and offboarding, including workstation setup, technology access, office access, equipment, business cards, and other required materials.

• Maintain accurate organizational asset inventories and equipment registers, coordinating the assignment, transfer, recovery, replacement, disposition, and lifecycle management of technology and office equipment.

Employee Onboarding & Administrative Support

• In partnership with Human Resources and Hiring Managers, coordinate the operational aspects of employee onboarding, offboarding, transfers, and other transitions, ensuring workspaces, equipment, technology access, supplies, and other operational requirements are completed on schedule.

• Communicate with hiring managers regarding onboarding requirements, timelines, and operational needs, and conduct office tours, workplace orientations, and facility introductions for new staff.

Events & Organizational Coordination

• Co-lead the organization's Events Coordination Committee and coordinate organizational meetings, training, retreats, celebrations, staff events, and other special events.

• Collaborate with internal departments and external vendors to plan and successfully execute events, managing timelines, budgets, logistics, and operational requirements.

Other Duties

• Perform other duties, special projects, and assignments as required in support of SHF operations and organizational objectives.