Vice President of Operations

The Vice President of Operations is responsible for all the mechanisms to accomplish the strategic plans and business policies created by the president and CEO, executive team, and board of directors as it relates to the operational components of the organization. Provides direction, leadership, and support regarding company objectives, goals, and policies. Ensures that operational activities run smoothly, efficiently, and effectively by developing, designing, and improving operating systems and resource management systems, including maintaining and exceeding quality standards, employee management, budget compliance, organizational structure, policies, procedures, systems, work flow, and removing bottlenecks from one segment of the operation which might impede the productivity of another.

Responsibilities

1. Provide overall direction and leadership of the Operations Department and all related responsibilities.

2. Provide direction, leadership, and support regarding company objectives, goals, and policies. Develop and cascade the organization's strategy/mission statement to staff, and implement appropriate rewards/recognition and coaching/corrective practices to align personnel with company goals.

3. Identify critical needs to accomplish the organization's objectives and strategize alternative ways to meet those needs. Work with leadership team to plan, implement, and communicate change in the strategic plans based on internal or other external forces.

4. Oversee furniture movement, including furniture pick-up, client furniture delivery, inventory transfers and disposals.

5. Ensure furniture storage tracking and management, including client showroom, main facility storage, and offsite facility storage.

6. Increase the effectiveness and efficiency of operations, furniture pick-up services, transfers to thrift stores as well as coordination and communication between functions. Remove bottlenecks from one segment of the operation, which might impede the productivity of another.

7. Drive initiatives that contribute to long-term operational excellence. Establish, monitor, and communicate key performance measures on productivity, profitability, quality, and any other critical success factors for the organization. Ensure these objectives are pursued in a balanced manner.

8. Work with the leadership team to develop design, and improve organizational structure, policies, procedures, operating systems, and work flow to support efficient and effective operations related to client service, furniture donations, customer service and satisfaction, and quality standards for the same.

9. Marshal limited resources to the most productive uses with the aim of creating maximum value for the organization's stakeholders (board members, donors, client referring agencies, volunteers). Prioritize and balance board, client, donor, volunteer, employee, and organizational needs/interests.

10. Supervise furniture moving and storage equipment, including specification, quantity, acquisition and maintenance, for box trucks, semi-trailers, forklifts, dollies, racking, etc.

11. Direct facility management functions for Yale Ave. Campus, including security, facility upkeep and maintenance/repair.

12. In collaboration with the finance department, develop annual operating budget for operations. Develop long-range forecasts and monitor key indicators on a regular basis.

13. Manage monthly and quarterly assessments and forecasts of financial performance against budget and operational performance compared to goals.

14. Coordinate with woodshop management, in conjunction with the Volunteers Manager, to ensure furniture construction meets current and future projected demand.

15. Coordinate human resources administration for operations department, in conjunction with third-party HR provider, including employee policies, hiring and termination, employee benefits and other day-to-day HR operations.

16. Responsible for hiring, training, coaching, developing, assessing, and disciplining (as necessary) subordinate employees. Assess and monitor staffing levels, knowledge/skills attributes, performance expectations, and motivation of staff and implement changes as needed to fulfill the mission and strategies of the organization.

17. Meet with direct reports to monitor and encourage departmental productivity and to address concerns and opportunities. Build and support effective team work and employee engagement. Ensure sustained positive customer service by all operations functions.

18. In collaboration with the management team and IT manager. Oversee information systems and technology maintenance and support, including employee workstations and mobile devices, mobile telephones, purchased and custom software systems, network hardware, wiring infrastructure, information security, and information backup and disaster preparation/recovery.

19. Must be responsive to all furniture donors, referral sources, and clients and resolving their complaints and concerns in a timely manner.

20. Participate and support Board of Directors in various meetings and planning efforts.

21. Work with Development staff in planning and executing special events as needed.

22. Perform any other related duties as required or assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

Four year college degree, or equivalent experience resulting in broad knowledge of a field related to the job, such as operations, business administration, logistics, freight/trucking industry, warehousing etc, plus 5 years related experience and/or training, and 3 years related management experience, or equivalent combination of education and experience. Experience with EOS a plus.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

Oversees the appropriate use of multiple types of organizational assets, including vehicles, technology assets, and advanced equipment. On occasion, may be responsible for organization’s funds or financial assets. Manage procurement/asset acquisition.

RISK MANAGEMENT

Assist in developing, implementing and evaluating the success of risk mitigation strategies, including driver and vehicle safety, building security, insurance compliance and legal compliance. Ensure employee compliance with all industry standards, health and safety regulations, and all relevant local/state/federal regulations which impact organization’s activities.

SUPERVISORY RESPONSIBILITIES

Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems. Role currently has 2 direct reports and responsibility for 24 total employees.

COMMUNICATION SKILLS

Ability to effectively present information to top management, public groups, and/or boards of directors. Ability to read, analyze, and understand the most complex documents; Ability to respond effectively to the most sensitive inquiries or complaints; Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PLANNING

Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work, in addition, the organization and delegation of work operations for a division of employees engaged in widely diversified activities.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of major importance which would have considerable effect on the final attainment of multiple major activities and the organization's projects of a large organization component and organization's clientele.

ANALYTICAL ABILITY / PROBLEM SOLVING

General oversight. Activities covered by general organizational philosophy and objectives. Solving problems in novel, non-recurring or swiftly changing situations in which the approach is not fully defined. Ability to analyze complex datasets and make appropriate decisions. Guidance by top executive officer or business owner.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Not indicated.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Lean Six Sigma Green Belt or higher

SOFTWARE SKILLS REQUIRED

Advanced: Database, including Trucking Management Software (Samsara) and Sage Intacct, and Spreadsheet, including advanced functions

Intermediate: Accounting (Sage Intacct), Word Processing/Typing