Job title: Operations Manager

Company: New/Mode

Job description: Position Summary

Our Operations Manager is a generalist across finance and accounting, operations and administration, team experience and performance, and business analysis to support these areas. They bring depth of knowledge, skills and abilities in either finance and accounting or team experience and performance..

The Operations Manager reports directly to the CEO and works to ensure our organisation, people, processes, and incentives are aligned to our strategic goals. The Operations Manager plays a key role in ensuring our team embraces our unique culture of collaboration and empathy, as well as accountability to ourselves, each other, and the communities we serve.

The Operations Manager will ensure efficient operations and cost-effective systems to meet the needs of our team and mission.

Your Responsibilities

• (Business Analysis) Data Analysis: Interpret sets of New/Mode data and metrics to identify baseline performance, trends, opportunities and risks, and report to relevant stakeholders.
• (Finance & Accounting) Audit Support: Assist with internal or external audits by providing necessary records and documentation.
• (Finance & Accounting) Budgeting, Forecasting & Financial Reporting: Assist in the preparation of budgets and financial forecasts, and work with New/Mode’s accountant to prepare and report to the Senior Leadership Team on actuals vs. budget and financial statements (monthly, quarterly and annually).
• (Finance & Accounting) Cash Management: Minimize Accounts Receivable days outstanding by tracking and following up with overdue accounts. Receive, validate, process and pay vendor invoices within a framework of strategic cash flow management.
• (Finance & Accounting) Expense Management: Manage tracking, reporting and reimbursing expenses.
• (Finance & Accounting) Financial Modelling: Update financial models to evaluate trends, forecasts, financial scenarios, and opportunities, and risks.
• (Finance & Accounting) Internal Controls: Establish and maintain internal controls to ensure financial accuracy and prevent fraud.
• (Finance & Accounting) Tax Preparation and Filings: Work with accounting, payroll and legal firms to ensure timely and compliant tax and regulatory filings and remittances for payroll, income, sales, and other legal requirements.
• (Finance & Accounting) Grant & Subsidy Management: Research and apply for grants relevant to New/Mode operations, including co-op placement grants, training and development offerings, etc.
• (Operations & Admin) Insurance Management: Ensure New/Mode and its agents and affiliates have all required insurance coverage and work with New/Mode’s broker(s) to negotiate the best rates.
• (Operations & Admin) Internal Communications: Serve as a point of contact for the team, answering questions, and routing communications to the appropriate documentation or parties.
• (Operations & Admin) Legal Compliance: Work with New/Mode’s legal counsel, as directed, and ensure policies and processes are compliant with relevant legislation, regulations, and contracts.
• (Operations & Admin) Operational Support: Turn strategy into operational plans, including performance measurement and reporting.
• (Operations & Admin) Project Management: Support project management efforts, and ensure tasks are on track and resources are allocated appropriately.
• (Operations & Admin) Record-Keeping: Maintain comprehensive and up-to-date employee and vendor records.
• (Operations & Admin) Stakeholder Relations Support: Assist the CEO with stakeholder relations, including shareholder, Board, and strategic partner relations.
• (Supporting the Team and Performance) Full-Cycle Team Experience: Support people leaders with recruitment, hiring, onboarding, performance management, learning, development, advancement, engagement and offboarding.
• (Supporting the Team and Performance) Payroll Processing: Ensure accurate and timely processing of payroll, including benefits accounting, periodic bonuses and commissions, and reimbursements.
• (Supporting the Team and Performance) Team Engagement: Design and deliver initiatives to keep remote team-members motivated, connected, and committed in a remote work environment, including through regular and meaningful social events and activities, pulse surveys and feedback channels, and workplace co-design.
• (Supporting the Team and Performance) Total Compensation: Manage, communicate and advise the Senior Leadership Team on salaries and wages, employee benefits, and rewards and recognition.

Your Knowledge, Skills and Abilities

Requirements

• (General)

• Knowledge: A minimum of 3 years of experience in a team lead or management role in finance & accounting or human resources.
• Skills:

• Effective at tailoring verbal and written communications and channels for different internal and external audiences.
• Managing and coordinating external contractors to meet deadlines.
• Abilities:

• Self-organise and create organisational systems and processes to efficiently and accurately complete recurring projects. Attention to detail and accuracy.
• Prioritise multiple projects, recurring tasks, and reactive work according to greatest business value and urgency.
• (Business Analysis)

• Knowledge: Resources and best practices for data analysis.
• Skills: Intermediate spreadsheet data manipulation, including complex formulas, pivot tables, and macros.
• Abilities: Derive actionable insights from data sets and visualisations.
• (Finance & Accounting)

• Knowledge:

• At least a general understanding of GAAP, financial review processes, and handling sensitive financial data.
• Intermediate knowledge of techniques to analyse financial data, identify trends, and model scenarios.
• Familiarity with financial reporting standards.
• Familiarity with Software-as-a-Service metrics.
• Skills:

• General technical proficiency with cloud-based bookkeeping and billing management systems.
• Basic to intermediate bookkeeping.
• Abilities: Analyse and report on financial statements, including Profit & Loss, Balance Sheet, and Cash Flow.
• (Operations & Admin)

• Knowledge:

• Aware of business insurance requirements.
• Understand how to develop appropriate measures for Objectives and Key Results (OKRs)
• Skills:

• Contract negotiation.
• Policy analysis.
• Online research methods.
• Abilities:

• Risk management.
• Change and project management to translate strategy into plans, and plans into action.
• Monitoring and reporting on OKRs.
• (Supporting the Team and Performance)

• Knowledge:

• Know best practices for recruitment, hiring, onboarding, performance management, team experience, and offboarding.
• At least a general awareness of resources for payroll compliance, remittances and benefits accounting.
• Familiarity with virtual remote work environments, their challenges, and their opportunities.
• Skills:

• Facilitation and small event planning.
• Technical proficiency with HRIS and payroll technologies.
• Abilities:

• Apply a Diversity, Equity, Inclusion and Wellbeing lens to people strategies.
• Advise hiring managers on recruitment, hiring, and onboarding.

Assets

• Undergraduate degree or higher in Business, Accounting, or Human Resources.
• Certification as a CPB, CPA, or CHRP.
• Admin-level proficiency with the following specific technologies:

• Quickbooks Online
• Chargebee
• Google Workspace, including Admin, Calendar, Drive, Sheets, Docs, Chrome, Slides, Mail, and integrations
• Stripe
• Zoom
• Slack
• Rise People
• Lastpass
• HubSpot
• Hellosign
• Zapier
• JazzHR
• Experience in the software technology sector.
• Experience in the non-profit sector.

Total Compensation

• 85,000 to 90,000 CAD base salary
• 4 weeks annual paid vacation
• Paid time off commensurate with the province with the most statutory holidays (i.e. everyone gets the same number of holidays, regardless of location)
• Paid personal leave, and sick leave
• Health, dental, vision, life insurance and health/wellness spending account
• Company stock options

Flexible Work Options

This opportunity might accommodate a custom work schedule and/or reduced hours to suit your unique life circumstances including but not limited to your desire/need to:

• Care for an elderly family member
• Pick up kids early in the afternoon
• Train for the world chess championship, esports competitions, crickets games, meditation retreat, or Paralympics medal
• Invest time volunteering and giving back to the community
• Develop a passion project, prepare for the shark tank pitch, or got talent singing competition

Please bring up your preferred schedule/hours at the first stages of the interview process so the hiring team can share what might align with the requirements of the position, team, and organization.

Work Locations

This position is ideally suited for someone comfortable with remote work. Our ideal candidate is based where we have existing teams: Vancouver, Toronto, or Montreal. However, exceptional candidates will be considered anywhere in Canada.

About New/Mode

New/Mode is a purpose-driven enterprise, providing sophisticated civic engagement tools to the world’s most important causes. At New/Mode, you have the opportunity to embrace open-source software and be part of an organization supported and owned by a network of non-profit and social impact investors.

If you believe in a new mode of operation based on the following core values, and partner with people and organizations who share them, you might be a great fit for New/Mode.

• Empowerment. Empower people to speak in their own voice and take action.
• Collaboration. Aim to help build a society that embraces new tools and processes for sharing and cooperation.
• Empathy. Celebrate and engage with diversity, uncover others’ needs, and find common ground and shared wins.
• Participation. Believe decision-making should be open, transparent, collaborative and focused on those who will be most impacted in their daily lives.
• Sustainability. Help create more sustainable, vibrant, and resilient communities.
• Fairness. Work towards a fairer economy and society.

Being an equity-seeking organization has always been core to New/Mode’s founding. People who identify as being from communities facing systemic barriers to employment, including women, Indigenous peoples, racialized people, people with disabilities, LGBTQ2S+, and people from low-income backgrounds are especially encouraged to apply

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Expected salary: $90000 per year

Location: Vancouver, BC

Job date: Fri, 20 Oct 2023 05:01:37 GMT