Operations Manager, Administrative Services

Company: Service Employees International Union
Location: Washington
Posted on: November 19, 2023

Job Description:

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Operations Manager, Administrative Services Job Title: Operations Manager, Administrative Services Grade: C1Location: Washington, D.C.ORGANIZATIONAL OVERVIEW:The 2 million members united in the Service Employees International Union (SEIU) are at the forefront of a movement to build power for working people and empower all workers to form unions, no matter what job they do. SEIU members are from every walk of life, every political party, every background, every faith. They come from communities with their own stories and strengths, and that makes the Union all the more powerful because there's strength in numbers. SEIU members work across the healthcare spectrum providing high quality care and services. They are the workers who keep our nation's airports running and make sure landmark buildings are clean and secure. They provide essential public services and give a foundation of learning to our youngest and brightest. SEIU members believe in and are fighting for a Just Society where all workers are valued and all people respected-no matter where they come from or what color they are; where all families and communities can thrive; and where we leave a better and more equitable world for generations to come.Purpose:The Operations Manager of Administrative Services Reports to the Director of Administrative Services and is responsible to assist the Director in the management and maintenance of the SEIU International headquarters building.The position is responsible for managing all phases of purchasing of capital and operating items including the preparation, maintenance and compliance with the capital budget. Position oversees all mailroom operations, materials, asset inventories, and offsite storage. Preforms coordination of internal moves.PRIMARY RESPONSIBILITIES:

• Initiates the purchasing process with outside vendors, securing cost estimates, bids, scheduling work, and quality control.
• Oversees all mailroom operations, materials, asset inventories and offsite storage.
• Manages Netsuite Purchase Module, for all aspects of procurement requisitions, purchase orders, contracts, invoices etc.
• Seeks out new, quality vendors, and maintains relationships with existing vendors.
• Approves spending for specific expense line items, within annual budget.
• Assists with the development of the annual capital budget and ensures ongoing compliance with that budget.
• Oversees the purchase, receipt and dissemination of stationary, furniture, equipment, promotional items, coffee, medical cabinet, beverages and building supplies for 1800 Massachusetts Avenue; tracks use of equipment and supplies and costs by department for accounting purposes.
• Coordinates internal and external moves including, allotment of space, furniture, electrical and equipment needs; works with the Information Technology Department and the Building Management Company (Cushman Wakefield).
• Oversees Asset Inventory System including contracting with Assets Inventory Companies.
• Oversees off-site records storage, working with records Storage Company on maintaining the Union's records.
• Supervises mailroom staff and operations to provide effective handling mail, shipping and receiving and messenger service in a timely manner.
• Works across SEIU departments and divisions to collaborate, share best practices and troubleshoot in order to achieve the most efficient and cost-savings systems.
• Oversees activities involved in the use and maintenance of SEIU's Materials Inventory, tracking use and storage locations of printed literature and other materials held at 1800 Massachusetts Avenue, as well as off-site, for departments.
• Plans and coordinates space planning for incoming materials and advising on disposal of selected materials.
• Provided back up to Director of Administrative services.
• Performs other duties as assigned in support of the work of the department and the union.Contacts:Include SEIU Staff, Field Staff, and leaders. SEIU Local Unions, Outside vendors, UPS, shipping and messenger companies.Direction and Decision Making:This position reports to the Director of Administrative Services and must often work without supervision.Education and Experience:A minimum of three (3) years of related work experience OR a combination of education and experience that would provide for the following knowledge, skills, and abilities:
  • Knowledge of labor unions and their operation
  • Through knowledge of and ability to negotiate purchase, lease and service contracts.
  • Knowledge of facility management, principle, and practices
  • Through knowledge of mailroom and purchasing operations.
  • Through knowledge of information systems and office equipment.
  • Ability to effectively manage and prioritize budgets and large projects.
  • Ability to lead and motivate others.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to work independently and meet established deadlines.
  • Ability to resolve conflicts while maintaining important and effective relationships.
  • Skill in the use of personal computer including Microsoft Office Suite and Netsuite purchasing software, and Automated shipping/mailing systemsPhysical Requirements:Work is generally performed in an office setting, but may be required to work in other settings conducive to performing the tasks required to complete assignments. May require coordination with field offices and locations. Some travel and long and extended hours required. VACCINATION REQUIREMENT: Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment. Reasonable accommodations will be considered on a case-by-case basis for either a) a certain medical condition(s); or b) on the basis of sincerely held strong religious beliefs and practices; c) as otherwise required by law.
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Keywords: Service Employees International Union, Washington DC , Operations Manager, Administrative Services, Executive , Washington, DC