Operations & Systems Manager (Grants & Non-profit)

Operations & Systems Manager (Grants & Non-profit) Join to apply for the Operations & Systems Manager (Grants & Non-profit) role at BruntWork 4 days ago Be among the first 25 applicants Get AI-powered advice on this job and more exclusive features. Direct message the job poster from BruntWork Our client is looking for an organized and tech-savvy professional with 3–5 years of experience in operations, systems management, or project coordination, ideally in the education, nonprofit, or social impact sector. The role involves managing tools like Google Workspace, Airtable, Asana, and Zapier, while coordinating projects and ensuring smooth workflows. Experience with nonprofit operations, grant management tools, or bookkeeping (QuickBooks) is a plus. The ideal candidate is proactive, detail-oriented, and thrives in a collaborative, mission-driven environment. Job Highlights Hourly Rate: USD 6, the equivalent in your local currency Schedule: Monday - Friday 8 am-5 pm PST includes 1hr-unpaid break Work Arrangement: Work from home Side note: Since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process. Responsibilities 1. Operations & Administration Administer onboarding, invoicing, reimbursements, and payroll Manage vendor contracts and DocuSign approvals Oversee organizational inboxes and ensure timely responses to funders, partners, and community members Support the Executive Director with board packet preparation, audits, and annual filings Maintain organized records of partners, vendors, and volunteers 2. Systems & Workflow Oversight Lead technology integration through tools such as Google Workspace, Airtable, and Zapier Manage and update contact databases, event data, and participant lists Develop and refine internal workflows and process documentation Create and manage automation processes to improve operational efficiency Manage a centralized funding database to track funders, deadlines, and reporting schedules Coordinate with Grants and Communications teams to maintain dashboards and summaries for leadership and board review Analyze quarterly trends, success rates, and upcoming opportunities Ensure timely acknowledgment and visibility of funder support Identify and secure speaking engagements for the Executive Director (workshops, conferences, media) Research and connect with media outlets, podcasts, and networks to expand visibility Maintain a calendar of professional development and speaking engagements Prepare presentation decks, talking points, and related materials Coordinate event logistics, including RSVPs, registrations, and travel arrangements 5. Team Coordination Facilitate collaboration across programs, grants, and communications teams Organize training sessions on CRM tools, workflows, and internal systems Delegate and track administrative or volunteer tasks during peak workload periods Foster a positive, accountable, and collaborative remote work culture 6. Data, Reporting & Evaluation Consolidate data into monthly and quarterly dashboards Track and report key performance metrics (funding, partnerships, outreach) Provide leadership with data-driven insights and reports Maintain secure and organized digital records across shared drives 7. Event & Partnership Management Plan and manage logistics for community events, donor receptions, and educational programs Coordinate event budgets, vendor contracts, and volunteer assignments Collaborate with communications on marketing and media coverage Maintain sponsorship and partnership tracking records Preferred Skills Familiarity with nonprofit operations, compliance, and vendor management Background in education, youth development, or community programs Experience with grant management tools (Instrumentl, Foundant, GrantHub) Basic bookkeeping or financial tracking knowledge (QuickBooks or similar) Ability to automate workflows through Zapier or similar platforms Strong writing and editing skills Experience developing training or onboarding materials Collaborative and proactive work style Requirements 3–5 years of experience in operations, systems management, or project coordination (education, nonprofit, or social impact preferred) Strong organizational and project management skills Proven experience managing systems such as Google Workspace, Airtable, Asana, or Zapier Excellent communication and multitasking abilities Experience managing small teams or cross-functional projects Proficiency in data management and digital tools (Google Sheets, CRMs, etc.) HMO coverage (available in eligible locations) Permanent work-from-home setup Immediate hiring Seniority level Mid-Senior level Employment type Contract Job function Administrative and Management Industries IT System Custom Software Development #J-18808-Ljbffr