Operations Manager - Spanish / English bilingual required

Operations Manager – Spanish / English Bilingual Required

Emergency Family Assistance Association, Inc.

Denver Metro

Job Title: Operations Manager

Hours of Work: 40 hours per week. This person will typically work onsite at EFAA offices Monday, Tuesday, Wednesday & Friday from 8:30 – 5:00 and, Thursdays from 11:00 – 7:30 pm. 100% onsite. Some evening/weekend work may be required. Regular and timely attendance is an essential function of this job.

Supervision: Supervisors are responsible for hiring, training, and evaluating supervised positions consistent with EFAA policies and procedures, including annual evaluations and professional development plans for staff members.

Documentation and paperwork related to supervisor responsibilities (hiring documents, compensation sheets, timesheets / absence reports, evaluations and quarterly reviews) must be completed in a timely and accurate manner.

Work Location: 1575 Yarmouth Ave, Boulder, CO

Reports to: Operations Director

Supervises: Front Desk and Operations Assistant

About EFAA

EFAA's mission is to provide stabilizing services, innovative programs, and transformative advocacy to strengthen families and create a thriving community. For over 100 years, EFAA has provided a local safety net to vulnerable households and has increasingly developed deeper programming to more systemically reduce poverty, prevent homelessness, build family resilience and create a more equitable community.

Position Summary

The Operations Manager is responsible for the effective day-to-day operations of EFAA's administrative offices at Yarmouth and the Yarmouth Annex and for maintaining strong operational discipline to ensure the smooth functioning of EFAA's main offices.

This position oversees the work of the Front Desk and Operations Assistant, ensuring exceptional customer service, staff support, and a coordinated participant experience in the lobby and front desk areas.

The Operations Manager leads administrative and operational systems including office and janitorial supply management, office equipment and furniture, purchasing, invoice and receipt coordination, vendor communication, safety procedures, and the documentation and continuous improvement of standard operating procedures for Operations, Front Desk, and Lobby functions.

The Operations Manager collaborates closely with teams located in the main building and annex building, including Housing and other participant-facing teams, to support clear workflows, timely communication, and smooth daily operations.

Essential Functions

Yarmouth and Annex Office Management

• Oversee administrative functions at the Yarmouth and Yarmouth Annex sites to ensure quality, compliance, risk management, and consistent support for staff and participants.
• Serve as the primary point of contact for questions or concerns related to the effective running of the lobby and the participant experience, including first-tier response to immediate safety or operational concerns.
• Ensure Front Desk and Lobby operations run efficiently, including coordinating coverage and personally covering the front desk as needed.
• Manage a team of two staff, ensuring exceptional customer service and staff support while identifying areas for improved efficiency and potential volunteer engagement.
• Lead process management and continuous improvement efforts to ensure the efficient and effective functioning of Operations, Front Desk, and Lobby services.
• Develop, streamline, document, implement, and keep current standard operating procedures for Yarmouth and Annex office management, Front Desk, Lobby, Operations Assistant responsibilities, and related operational functions; communicate updates to staff as needed.
• Manage office equipment, technology, furniture, and administrative assets at the Yarmouth and Annex sites, including copiers, phones, computers, postage meter, chairs, filing cabinets, and related office equipment. Coordinate maintenance and repairs with vendors, IT, the Operations Director, and other responsible parties as appropriate.
• Oversee and assist the Operations Assistant with onboarding of new staff, including setup of office equipment and technology for new hires and training staff in use of copiers, phones, postage meter, and other common office systems.
• Collaborate with the Operations Director on planning, monitoring, and maintaining agency-wide office supply budgets.
• Oversee the procurement, upkeep, inventory, and timely replenishment of Yarmouth and Annex office supplies, paper, cleaning supplies, furniture, and equipment.
• Work with Finance to submit and code receipts for purchases and ensure that team members turn in receipts and supporting documentation in a timely manner.
• Manage translation service requests from staff and coordinate contracting and communication with translation service vendors.
• Work with the Operations Director to obtain competitive bids, negotiate new or modified vendor contracts as needed, and make recommendations for services that support Yarmouth and Annex operations.
• Act as the primary point of contact for Yarmouth and Annex janitorial services, including routine communication, service concerns, and coordination of adjustments as needed.
• Review and update EFAA's Safety Plan at least annually and as needed; support periodic safety drills and communicate safety procedures to staff.
• Ensure safety concerns are addressed appropriately and in a timely manner, including providing first-tier response and escalation for immediate concerns at the Yarmouth and Annex sites.
• Maintain continuous lines of communication, keeping the Operations Director informed of critical issues, risks, vendor concerns, and operational needs.
• Communicate effectively with staff across the agency to ensure operational activities and projects are well coordinated with other departments and prioritized effectively.
• Collaborate with teams located in the main building, including Housing and other participant-facing teams, to ensure effective communication, clear workflows, and smooth lobby operations.
• In coordination with Director, Volunteer Engagement identify and recommend appropriate volunteer opportunities that could strengthen front desk, lobby, or administrative operations.

The duties and responsibilities described are not a comprehensive list and that additional tasks may be assigned as necessitated by organizational demands.

Skills / Competencies

Required

• Verbal and written Spanish and English language proficiency.
• Bachelor's degree in a relevant field of study or equivalent combination of education and relevant experience.
• Minimum of two years in a leadership or supervisory role.
• Minimum of two years working in an operations-focused position with exposure to budgets, purchasing, vendor coordination, and administrative systems.
• Prior experience developing, implementing, and documenting standard operating procedures.
• Highly proficient in MS Office applications including Outlook, Word, Excel, and Teams.
• Ability to multi-task and work effectively with frequent interruptions, overlapping duties, changing priorities, and time-sensitive operational needs.
• Excellent oral and written communication skills with the ability to communicate and work effectively with a wide variety of people.
• Ability to proactively initiate efforts to improve procedures within area of responsibility.
• Demonstrated experience identifying operational inefficiencies and leading process improvement initiatives across multiple functions.
• Ability to respond to occasional off-hour urgent operational needs, such as building access issues, urgent vendor coordination, weather-related closures or facilities concerns, safety concerns, or other time-sensitive issues affecting Yarmouth or Annex operations.
• Commitment to EFAA's mission, vision, and values.

Preferred

• Experience engaging with and managing volunteers preferred
• Experience managing reception, front desk, lobby, facilities, or participant-facing administrative operations in a nonprofit or human services setting preferred.
• Experience working collaboratively with multiple departments to improve workflows and service delivery preferred.

Working Environment, Physical Activities and Equipment Used

Typical office environment. Regularly uses computers for data input and other work. Take proper safety precautions while at work, reports unsafe circumstances and takes action to prevent accidents. Responsible for ensuring volunteers and supervised staff adhere to EFAA Safety Rules at all times.

Benefits

Why You Should Apply

EFAA's culture is employee-focused, providing access to a generous benefits package including:

• Competitive paid time off and holidays
• Choice of employer-paid health insurance plans, including family coverage options
• Employer paid Simple IRA contributions
• RTD Ecopass
• Language bonus for bilingual English / Spanish employees
• Family friendly policies and practices
• A commitment to professional development and training

How to Apply

How to Apply

Please email your cover letter and resume to resumes@efaa.org with the subject line "Operations Manager". Applications will be reviewed on a rolling basis.

Non-Discrimination Policy Our people are the foundation of who we are as an organization. Attracting, hiring and retaining diverse talent enables us to be more innovative and better serve our employees, volunteers, participants, and the community. EFAA is dedicated to the principles of equal employment opportunity (EEO).

Skills

Administrative Skills, Bidding, Budgeting, Communication Skills, Continuous Improvement, Contract Management, Copying Machines, Cross-Functional, Custodial Services, Customer Support/Service, Documentation, Employee Retention, English Language, Equipment Maintenance/Repair, Establish Priorities, Finance, Furniture, Homeless Services, Housekeeping/Cleaning, Interpersonal Skills, Leadership, Maintain Compliance, Maintenance Services, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multilingual, Multitasking, Negotiation Skills, Nonprofit, Office Equipment, Office Management, Onboarding, Operations, Operations Management, Operations Planning, Operations Processes, People Management, Presentation/Verbal Skills, Procedure Development, Process Improvement, Process Management, Project/Program Coordination, Purchasing/Procurement, Residential Construction, Risk Management, Safety Process, Service Delivery, Spanish Language, Staff Training, Standard Operating Procedures (SOP), Team Lead/Manager, Time Management, Translation Services, Vendor/Supplier Management, Vendor/Supplier Selection, Volunteer Management, Writing Skills

About the Company

Mondadori Digital S.p.A.