Manager of Operations Job Description 8Dec2015
- 1. 1 Human Resources Accounting Facilities Marketing Other Legal Manager of Operations Human resources Recruitment Jobadvertising o HR folder Job postinglocations.doc Jobdescription writing o Done inconsultation withNigel andKyle R. Draw fromHR folder JobDescriptionsfolder Resume review o Printand file resumes inthe filingcabinet. o Keepapplicantresumes organized Hiring Interviewsetup and preparation o Confirmtimes applicants,Nigeland Kyle Interviewfollow-up o Be sure to promptly followupwithall candidates,regardless of whetherornotwe decide tointerview them Lettersof hire o Sendto new hires; acquire signature ASAP o HR folder Lettersof hire folder Letterof hire.doc(blank) template o Back up: inGoogle Drive underHR and also inSimonBrownlie folder BusinessProtection Agreements o Distribute toall W-2 employeesattime of hire o HR folder Business ProtectionAgreements folder Business Protection Agreement.doc IndependentContractor Agreements
- 2. 2 o Sendto independent contractors beforethey beginworkingfor8las o HR folder Independent Contractor Agreements Independent Contractor Agreement.doc o Complete ExhibitA for all ICAs o Save inHR folder Independent Contractor Agreements o Distribute 1099s at end of year(consult accountant) Employee files o Ensure all W-2 employeefilesinclude: I9s W4s SSNs Contact information Update to contracts Reportnewhirestothe Departmentof Social and HealthServices Employee QuickBookssetup o HR folder Employee Quickbookssetup and pay.doc Employee pay o HR folder Employee Quickbookssetupand pay.doc Businesscarddesign, contracting,and distribution o MinutemanPress, bellingham@minutema npress.com, 360-738- 3539 Timesheets Distribution o HR folder Bimonthly Timesheet.pdf Supervision o Ensure that reported hoursare accurate Trainingandskillsdevelopment Team building Activitiesplanningandlogistics Retreatplanning o See HR folder Lopez Retreatfolderfor sample pastretreat activities Workplace safety Ensure accordance withWA and federal workplace laws o See HR folder HR Resourcesdocuments Employee termination Follow stepsinthe 8las EmploymentTermination Checklist o HR folder 8las Employment Termination Checklist.doc Update checklistasneeded WWU interns Internhours oversight Internpayfollow up o See WWU folderin Google Drive Pointof Contact: Susan Frisbie, susan.frisbie@wwu.edu, Cicile Grubb, cicile.grubb@wwu.edu
- 3. 3 Performance reviews HelpNigel andKyle toorganize Schedule regularperformance review Accounting Bank account oversightandsecurity Pointof contact: AsziaFeenstra, (360) 626-2816 x opt.4, aszia.m.maine@bankofamerica. com Accountopeningand closing o RequiresBoard approval documented throughmeeting minutes o Acquire paperworkand distribute toMike and Nigel Depositingandwithdrawing funds o Keepall depositand withdrawal slipsand store withexpense records Accountsecurity andfraud prevention o Monitorbank account and debitcardfor any signsof fraud Debitcard oversight Card opening o Pointof contact: Aszia Feenstra, (360) 626- 2816 x opt.4, aszia.m.maine@bankof america.com Spendinglimitthresholdsetting o Setlimitsin consultationwithNigel Card cancelling o Cancel all cards incase of lose,theft,or employeetermination o BoA phone number:1- 888-287-4637 Chart of accounts oversightand management Pointof contact: Stephanie Artino,(360) 656-6834, stephanie@artinoadvisors.com Expense reportingandforecasting Semi-monthlyexpense reportingandforecasting o See Accountingfolder IMMY 200k folder IMMY Loan Repayment Itemization.doc o See Accountingfolder IMMY 200k folder Sentto IMMY folderfor past forecasts Hardware partnerpaymenttracking Pointof contact: Sue Magyari, (248) 548-8840, sue@immyinc.com See AdvancedFeesin Quickbooks Chartof Accounts for historical payments See Accountingfolder IMMY 200k folder IMMY loan repaymentnote.docfor background note Paymentof monthlyexpenditures Invoices,bills,rent, subscriptions,etc. o See Accountingfolder Recurring payments.doc Travel expense report reimbursements
- 4. 4 o See Accountingfolder Travel expense reportsfolder Travel expense reports form.xlsx Otherexpense report reimbursements o Ensure all reimbursement requestsare made with receipts Trackingof recurringexpenses E.g. Software subscriptions, rent. o See Accountingfolder Recurring payments.doc Expense recording Receiptfiling o See filingcabinet o File receiptsbymonth Bank file downloading QuickBooksfile updating o See Accountingfolder Weekly operations.doc QuickBooks file backingup o Back up weeklyto Expense Reporting folderof 8lasAdmin Google Drive Paymentof monthly,quarterly,and annual taxes Pointof contact: Stephanie Artino,(360) 656-6834, stephanie@artinoadvisors.com See Accountingfolder 8las taxes.doc Mail year-endW2s Mail year-end1099s Accountantconferencing Pointof contact: Stephanie Artino,(360) 656-6834, stephanie@artinoadvisors.com S- vs.C-corpquestions K-1 mailings Chart of accounts questions Miscellaneous questions Payroll Pointof contact: Stephanie Artino,(360) 656-6834, stephanie@artinoadvisors.com Semi-monthly checkwriting Signature acquisition Check distribution Facilities Software oversight Pointof contact: Kyle Rader Google Drive oversightand access management Google Apps oversightand access management Facilitiesoversight Mailbox:check2x/weekly Door codes and keys o Pointof contact: Terry Ilahi,(360) 676-2500 x328, terryi@portofbellin gham.com o Implementsecurity proceduresfordoor codesalongside key stakeholders.See Facilities TDC contacts.doc Businessinsurance
- 5. 5 o Pointof contact: BridgetMcShane, (360) 734-1161, bridget@riceinsura nce.com Facilitiesrepairreporting o Pointof contact: Terry Ilahi,(360) 676-2500 x328, terryi@portofbellin gham.com Hardware locationtracking Pointof contact: Kyle Rader See Facilitiesfolder Inventory Inventorylog.doc Track locationsof:headsets, computers,monitors,cameras. Create unitlabelsforall hardware o See Facilitiesfolder Inventory Inventory labels.doc Software tracking Pointof contact: Kyle Rader Track licenses,subscriptions, applications See filingcabinet See Accountingfolder Recurringpayments.doc Emergencycontactmanagement See Facilitiesfolder TDC Contacts.doc 8las-WWU TDC Lease Agreement See WWU folderinGoogle Drive Pointof contact: Nicole Hoekstra,(360) 650-7237, Nicole.hoekstra@wwu.edu LopezLease Agreement See filingcabinet Pointof contact: Lynn Carpenter, (520) 305-3909 or (520) 210-1408 lynncarpenter14@gmail.com Marketing Brochure designandprinting Image collection Copywriting Photoediting Layout anddesign See BrochuresandBranding folderinGoogle Drive Tech exposupport Registration Materials printing Travel support Mailinglist Oversee online mailinglist o See mailchimp.com Oversee companyemail inbox o info@8las.com Signage Signage contracting Installationoversight Pointof contact: Wade of Lopez Island,volks85@aol.com Other Inventorycollectionandshipment Inventorypackaging FedEx andUPS shippingand pickups
- 6. 6 IMMY FedEx account #:284- 078-969 o IMMY Inc. o 1465 Axtell,SuiteA o Troy, MI 48084 Office management Office setup,tidying, decorating Emptyingof trash and recycling Office supplies oversight, purchasing, andre-stocking o See Facilitiesfolder Office SuppliesList.pdf Moppingschedule oversight o See Facilitiesfolder Moppingschedule.doc Mailings Findstampsindesk drawerand at USPS File organizing o See filingcabinet Appointmentscheduling Meetingscheduling Calendarupdatingand oversight o Google Calendars Travel support Visaand passportresearching Hotel,car rental,andplane ticketbooking Businesscontactsrecordkeeping Businesscardscanning o See BusinessCard Contact Directorin Google Drive Phone numberdatabase updating o See Manager of Operations 8las adminphone numbers.xlsx Purchasing Software licensesubscriptions Hardware requests Miscellaneousrequests Independentprojects Legal Pointof contact: SimonBrownlie,(360) 676-0306, simon@brownlieevans.com Lawyerconferencing Incorporation Changesto corporate status Legal documentationoversight Certificate of Incorporation Businesslicense Articlesof Incorporation Bylaws Corporate minutes Stock registerandcertificates Release forms,waivers,NDAs Promissorynotes Leases Insurance policies Domainname registration Due diligence documentation preparation Collection,scanning, distributing Partnershipsoversight LOIs,contract
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