Operations Manager in Oakland, California at First Place for Youth

About First Place for Youth, we’re a leading non-profit organization dedicated to supporting foster youth in their transition to adulthood, with a focus on education, employment, and housing. We believe that all young people deserve the opportunity to thrive and lead successful, independent lives. Our comprehensive programs empower foster youth to overcome the unique challenges they face and build the skills, confidence, and connections they need to succeed.

Why Work at First Place for Youth:

Meaningful Impact:  Help to transform the lives of foster youth on the cusp of adulthood. Your role will support them in their journey to conquer challenges, achieve independence, and fulfill their aspirations.Innovative Approach: We thrive on innovation, pushing the boundaries of foster care support. Your voice here matters, and you’ll contribute to programs that redefine the futures of these young lives.Collaborative and Supportive Environment: Embrace a dynamic and supportive workplace, where every team member is valued. Together, we're a force dedicated to uplifting youth. Expect professional growth, fueled by teamwork and collaboration.Comprehensive Benefits: We value the well-being of our employees and offer a comprehensive benefits package. From health and wellness benefits to retirement plans, we ensure that our team members are taken care of so they can focus on their important work supporting foster youth.Culture of Diversity and Inclusion: We celebrate diversity in every form. At First Place for Youth, inclusivity reigns, creating a workplace where all voices are heard, respected, and empowered.POSITION OVERVIEW: The Operations Manager is a detail-oriented, proactive, problem-solving, experienced, and personable leader with strong tactical skills who will manage the provision of high-quality organizational support — including practical and logistical assistance, streamlined systems, and facilities support. This position reports to the Chief of Staff.

The Operations Manager plays a key role in maintaining the daily functionality and efficiency of First Place for Youth’s Northern California and out-of-state offices. This position oversees site operations including vendor coordination, facilities management, mail services, supply ordering, badge access, and compliance support. By managing these functions across all assigned office locations, the Operations Manager ensures that administrative and program teams have a safe, fully functioning workspace. This role also supports the organization’s accreditation process, coordinates office moves and the setup of new office locations, and provides logistical support for staff events.

This position requires someone whose passion for First Place’s vision is matched with experienced operations leadership, organizational acumen, and the ability to work collaboratively to ensure the effective functioning of the organization as a whole.

DUTIES + RESPONSIBILITIES:

Administrative & Office Support

Manage all organizational mail at HQ, including retrieving, sorting, delivering, and mailing checks to the bank.Order and manage supplies for all offices, including the MS office, satellite office locations, and any additional out-of-state offices established by the organization, ensuring adequate stock levels are maintained.Monitor the main phone line and Zoom voicemails, routing calls and messages to appropriate staff in a timely manner.Monitor and respond to incoming messages in Operations email inboxes, routing and escalating as appropriate.Provide occasional back-up support for SoCal Operations vendor communications and invoicing when SoCal Operations Manager is out of office.

Facilities & Vendor Coordination

Conduct regular site visits and office checks across Northern California locations, the MS office, and any additional out-of-state offices established by the organization, to ensure facilities are well-maintained and operational needs are met.Process vendor invoices for all NorCal & out of state office sites, ensuring goods and services have been received prior to processing.Serve as the primary onsite point of contact for vendor and maintenance visits, coordinating access and overseeing work completion.Monitor facility support tickets and resolve basic requests; escalate complex issues to appropriate vendors or property management.Coordinate office moves and lead the setup and onboarding of new office locations, including space planning, supply stocking, and vendor coordination.

Access & Security

Manage HQ access badges and community badges for staff, ensuring accurate records and timely issuance or deactivation.Support incident tracking and safety protocols in coordination with the Safety Coordinator and Chief of Staff.Support and coordinate workplace safety initiatives, including emergency preparedness planning, evacuation drills, and the maintenance of up-to-date emergency response procedures across all office locations.Partner with program and operations leadership to promote a culture of safety, coordinating staff training on safety procedures, hazard reporting, and compliance with applicable workplace safety regulations.

Compliance Support

Assist with Certificate of Insurance (COI) requests and respond to COI-related inquiries from vendors, partners, and property managers.Support insurance tracking, audits, and contract renewals under the oversight of the Chief of Staff.Support the organization’s accreditation process by gathering documentation, coordinating site readiness, and assisting with related compliance tasks as needed.Assist with collecting information required for quarterly and annual risk assessments of the organization.

Staff Support & Events

Provide logistical support for staff events, including coordination and on-the-day assistance.Manage HQ office needs including kitchen upkeep, coffee, and shared spaces to ensure a welcoming and functional environment.

Onboarding

Ensure new hires are equipped with necessary supplies and receive an HQ safety orientation.

Other duties as needed and assigned.

QUALIFICATIONS:

Bachelor's degree with 2–4 years of experience in office administration, facilities management, or a related operational role required. Alternatively, a high school diploma with 6 or more years of directly relevant experience will be considered.Previous experience working with a nonprofit or youth-serving organization preferred.A strong dedication to cultural competency that creates conditions that remove barriers and increase a sense of belonging.High level of initiative and personal accountability for the quality and impact of work.Ability to coordinate multiple tasks and priorities concurrently across multiple locations.Strong time management and ability to multi-task, handling complex situations in a fast-paced environment while maintaining a good sense of humor, patience, and tact.Strong oral and written communication skills that can be deployed with a wide array of stakeholders with diverse perspectives and styles.Acute attention to detail in communications, scheduling, and administrative processing.Ability to function effectively under pressure and meet time parameters.Professional demeanor and ability to exercise discretion and maintain confidentiality.Proactive, friendly, cooperative, and flexible demeanor.Willingness to work collaboratively, with the capacity to work independently.Must be able to work on a computer for up to 40 hours per week. Proficiency with Microsoft Office applications including MS Word, Excel, PowerPoint, and Outlook required.Availability for occasional evening and weekend work and some travel as needed.A valid driver’s license and access to a personal vehicle is required.

Benefits:

15 days of vacation time in the first year12 days of sick time2 floating holidays15 paid holidaysEmployee’s choice of Kaiser or UCH HMO/PPO with up to 90% of the premium covered by First Place on certain plansPrincipal dental and vision coverage with up to 90% of the premium covered by First PlaceHealthcare and Dependent care FSA plansPrincipal basic life and voluntary life insurance coverageEmployee Assistance Program401(k) retirement savings plan Paid sabbatical

*We do not offer relocation assistance Local candidates preferred

*Pay will be determined based on Education and Experience.

If you are passionate about making a difference in the lives of transition age foster youth and want to join a dynamic and impactful organization, we invite you to apply. Together, let's empower transition age foster youth to achieve their dreams and build a brighter future. To learn more about First Place For Youth and view our current job openings, please visit our website at www.firstplaceforyouth.org/careers.

We are unable to sponsor work visas now or in the future.

First Place will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act, the San Francisco Fair Chance Ordinance, and applicable law. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. Find out more about the Fair Chance Act by visiting the California Civil Rights Department Fair Chance Act webpage or reviewing this guidance provide by the City of San Francisco. For additional information regarding your rights, please also review the Summary of Your Rights Under the FCRA.