Office and Operations Manager

Position Summary:

The California Black Health Network (CBHN) is seeking a highly organized, proactive, and results-oriented Office & Operations Manager to serve as the operational backbone of our organization.

Key Responsibilities:

• Serve as the primary manager of CBHN's daily operations and office infrastructure.
• Oversee all day-to-day office operations for both in-person and virtual work environments.
• Develop, implement, and continuously improve operational systems and workflows.
• Ensure organizational policies and procedures are consistently implemented.
• Manage office vendors, technology platforms, equipment, telecommunications, and service providers.
• Maintain a highly organized office environment that supports staff productivity.
• Monitor organizational calendars, deadlines, contracts, renewals, insurance, licenses, and operational requirements.
• Identify inefficiencies and recommend improvements that increase productivity and reduce administrative burden.
• Maintain organizational filing systems, records management, document retention, and compliance.
• Manage organizational software platforms and recommend new operational technologies when appropriate.
• Produce operational reports and dashboards that help leadership make informed decisions.
• Coordinate travel arrangements and meeting logistics.
• Anticipate leadership needs and proactively solve operational issues before they become problems.
• Manage all accounts payable and accounts receivable activities.
• Process invoices using Bill.com.
• Maintain vendor files and payment schedules.
• Ensure invoices are coded accurately and processed on time.
• Monitor organizational cash flow and upcoming financial obligations.
• Maintain accurate financial records and supporting documentation.
• Coordinate monthly bank reconciliations with the accounting team.
• Assist with monthly financial close activities.
• Prepare deposits and maintain banking records.
• Review financial transactions for completeness and accuracy before submission to accounting.
• Track grant expenditures and monitor spending against approved budgets.
• Prepare reports regarding accounts payable, receivables, outstanding invoices, and budget activity.
• Support preparation of annual audits and financial reviews by organizing requested documentation.
• Work proactively with the Executive Director and accounting partners to resolve discrepancies quickly.
• Maintain proficiency in QuickBooks, Bill.com, ADP, Excel, and other financial systems.
• Draft correspondence and organizational communications.

Required Qualifications:

• Bachelor's degree required.
• Minimum of 5 years of progressively responsible experience in nonprofit operations, office management, finance, business administration, or organizational management.
• Demonstrated experience supporting executive leadership.
• Strong nonprofit financial management experience.
• Experience working with external accounting firm.