Santee Chamber of Commerce: Operations Manager

ESSENTIAL OBJECTIVES:                

The Operations Manager is responsible for the following, primary objectives:    

• (1) Responsible for ensuring that all aspects of the office operation are covered with consideration of staff schedules; Responsible for overseeing the office building’s maintenance, tenants, and upkeep as well as assisting with the organization’s administration

• (2) Responsible for serving as an executive assistant to the President/CEO by organizing Board meetings, chamber committees meetings, schedules, minute taking and all aspects of meeting arrangements

• (3) Responsible for assisting in the financial planning, partial bookkeeping, invoicing and reporting processes

• (4) Responsible for coordination and management for internal, committee, large-scale and public events

• (5) Responsible for overseeing member communications ensuring delivery of daily, weekly, quarterly, seasonal and specialty marketing as needed

                             
ESSENTIAL DUTIES AND RESPONSIBILITIES:                        
The Operations Manager is responsible for the following, specific duties:        

• (1) Ensure that the Office Operations are maintained and in good working order:

  • Ensuring the Office’s operating hours and public access are maintained

  • Oversee all aspects of building maintenance, safety, and security

  • Ensuring all office equipment is working properly

  • Maintain administrative filing, access, organization, and structure

  • Ensure that the operation’s assets are accounted for, well maintained, and secure

• (2) Serve as an Executive Assistant and Administrator  to the President/CEO

  • Schedule and attend monthly Board meetings and Executive meetings; prepare minutes of all scheduled meetings

  • Prepare and distribute Board packets and reports

  • Prepare the meeting space for all Board, Board Committee, and Committee/Task Force meetings

  • Attend Committee meetings and take minutes as necessary

  • Coordinate Annual Board Retreat and Annual Planning Conference

  • Coordinate the Board Member nomination and election process.

  • Actively manage the calendar and meetings schedule for the President/CEO

  • Oversee program and project progress per the direction of the President/CEO

  • Initiate appropriate follow-up after the President/CEO’s meetings, when necessary

• (3) Assist in Financial Maintenance and Planning 

  • Assist with Financial Bookkeeping and Record Keeping

  • Assist the President/CEO to formalize and finalize a budget

  • Assist with bookkeeping for the organization and its subsidiary accounts in concert with the President/CEO, Treasurer, and outside services

  • Prepare monthly financial reports for the Board

  • Manage payables and deposits, ensuring proper credit to budgeted accounts

  • Use CRM system to create and send membership invoices monthly.

• (4) Responsible for Event Coordination and Management

  • Work with Event Chairs to determine event date, time, venue

  • Create/maintain to-do lists

  • Collect vendor bids

  • Coordinate Guests/Vendors/Elected Officials

  • Apply for permits (i.e. TUP, TSP, Health, ABC)

  • Schedule grand opening/ribbon cuttings

  • Create/manage event sign-ups on website

  • Provide any needed tasks for events (i.e. permits, scheduling volunteers, manning areas, creating vendor/participant lists, order supplies)

  • Create/send event reminders

  • Create surveys/contests (i.e. Person of the Year, Santee Favorites, Santee Heroes)

• (5) Creates, maintains and/or oversees Member Communications 

  • Oversees delivery of social media content and weekly e-newsletter, serving as a backup when needed to the Communications Coordinator 

  • Designs and directs the implementation of a year-round communications plan for new members and renewing members

  • Assists with quarterly publication of The Santee Magazine by fulfilling member ad commitments, securing of new advertisers, delivery of content to Graphic Designer

  • Support organizational objectives that incorporate media relations, paid and in-kind advertising and promotions and interactive communications        

QUALIFICATIONS:            

• Proficient in Microsoft Word, Excel, Outlook, Quickbooks Online, Constant Contact and Canva

• Knowledge of or Ability to learn CRM system, ChamberMaster/Growth Zone    

• Strong Communication & Organizational Skills                    

• Strong Delegation & Coordination Skills

• Ability to work on multiple projects simultaneously

• Inherently a strong communicator, problem solver, and relational

• Possess a strong ethical business attitude

• Naturally confident, trustworthy, fun, motivated, optimistic, and coachable

• Flexibility in hours, responsibilities and a willingness to take on additional duties

WORK ENVIRONMENT:

• The position may work in a professional office environment, telecommute at a home-office, and/or work on event sites. The physical demands described below are representative of those that must be met by the Operations Manager, to successfully perform the essential functions of this job: Bend, lift, carry, climb, push, stand, sit, walk, hear, and speak. Tolerate exposure to heat, cold, dust, humidity, and noise.

• This is a non-exempt, full-time position estimated at 40 hours per week. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.