Operations and Office Manager

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Organization : Books Between Kids Position Title: Operations and Office Manager Education Requirement: Bachelor's Degree or equivalent experience, strongly preferred. Experience: 2-3 years Reports to: Executive Director Salary: Full-time, salary commensurate upon experience

Mission Books Between Kids is a non-profit organization serving Houston's at-risk children by providing them with books to build their own home libraries.

Location In-person, 40 hours per week9947 Harwin Drive, Suite B&CHouston, TX 77036

Hiring Goal Our organization provides books to Houston students for them to read and keep at home. We have a warehouse inventory of thousands of books and a busy schedule of book distributions in Houston schools and the community.

We are seeking a detail-oriented, organized, team-player to help with the operations of the warehouse, inventory management, office administration, and bookkeeping of the organization. This person will be both working at a desk and active in the warehouse. This job requires a team member who will oversee the day-to- day operations of the warehouse and office.

Position Summary The position's primary responsibilities include:

- maintain organization's financial records and bookkeeping in Quickbooks- schedule and coordinate transportation and logistics for book delivery- manage and track book inventory- prepare book distributions for schools and community partners- maintain and order warehouse and office supplies- ensure warehouse maintenance- assist with office administrative tasks- oversee book donations

This position will be onsite at the warehouse Monday-Friday, with occasional Saturday or Sunday work as needed.

Essential Job Functions Bookkeeping

• Proficient knowledge of Quickbooks and Excel essential in order to maintain monthly financial and inventory records
• Assemble monthly finance binder
• Track monthly income, bills and expenses
• Ensure finances are ready for monthly reconciliation
• Work with Board Treasurer

Transportation and Book Distribution Partners

• Oversee transportation and logistics for large book deliveries and large book distributions
• Work with Program Manager to coordinate transportation and logistics for schools and community partners
• Maintain relationships with partners such as BetterWorldBooks, Thrift, Literati, Ella Fitzgerald

• Order and coordinate delivery of large distributions, by monitoring BBK's inventory
• Help manage drop-off sites
• Work to solicit book donations

Inventory Management

• Maintain detailed book inventory
• Work with Program Manager to make informed programmatic decisions based on current and future inventory forecasts
• Work with Volunteer Manager to determine volunteer need and jobs based on inventory and priority
• Ensure school distributions and large community partner distributions are palleted accurately and timely, by working with the Volunteer Manager and Program Manager,
• Help forecast book donations, create and analyze special reports summarizing information and identifying trends.

Supply Procurement and Warehouse Organization

• Procure necessary supplies to keep warehouse and office operating efficiently and cleanly o Including, but not limited to office supplies, water, packing supplies, pallets, boxes, and bags
• Ensure volunteers and staff are sufficiently trained in relevant safety procedures
• Maintain a safe warehouse environment
• Physically move boxes weighing approximately 50 lbs. as needed
• Operate manual and electric pallet jack to move pallets and gaylords
• Ensure that warehouse is organized and well-maintained, including keeping a clean and tidy environment
• General oversight of warehouse and office operations
• Oversee preventative maintenance tasks
• Work with contractors to accomplish repairs and improvements in warehouse

Administrative Duties

• Provides general administrative help to our employees
• Maintains office services by organizing office operations and procedures, designing filing systems, reviewing and approving supply requisitions, and completing other clerical functions
• Greet visitors
• Assist with special projects such as mailings, fundraising events, and other tasks as directed by the

Executive Director

• Database entry
• Answer BBK main line phone number
• Help accept book donations during business hours/maintain regular drop-off hours
• Retrieve mail from offsite corporate P.O. Box
• Attend events as a representative of BBK (occasional nights and weekends)

Qualifications

• A Bachelor's degree from a four-year college or university, preferred
• Two to three years of experience in non-profit operations, preferred
• Strong interpersonal, communication, and organization skills
• Must be detail-oriented
• Proven ability to work with diverse groups of individuals
• Able to perform physical tasks in the warehouse considered medium by federal standards
• Commitment to Books Between Kids mission and principle

Skills Required

• Microsoft Word, Microsoft Excel, Quickbooks, cloud-based storage, and social media platforms.

• Proficiency in Microsoft Excel required.
• Proficient mathematical aptitude to estimate quantities, capacity, and inventory management.
• Prior experience with constituent relationship management systems a plus, but not required.
• Good reasoning, conflict-management, and analytical and problem-solving skills.
• Must be able to lift 50lbs.
• Valid driver's license, reliable transportation, and willingness to travel within Houston area as needed are required.

Job Type: Full-time

Pay: $65,000.00 per year

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Work Location: In person