The Office and Operations Manager plays a critical role in managing processes, ensuring that de Novo runs smoothly and is prepared for anything. The successful candidate will have a drive for organization and improvement, be comfortable developing and overseeing administrative processes, and be obsessed with ensuring others feel supported and our client experience is top-notch.

Key responsibilities include:

Oversight of de Novo’s ERP, Workamajig/Finance:

• Become proficient on Workamjig and act as the internal expert on the system
• Set up and manage internal projects
• Development of templates for projects and workflows
• Monitor and report on overall capacity
• Maintain organization of Workamajig by opening and closing projects
• Generate bi-monthly billing worksheets and invoices for Account Management approval
• Track deferred revenue and expenses, working closely with de Novo accountants to ensure accuracy
• Analysis of project efficiency and profitability; make recommendations for improvement
• Oversight of expenses and budget

Production and Vendor Management:

• Manage all vendor relationships to ensure smooth and accurate quoting, production, and quality
• Seek new relationships for quality/unique production capabilities
  • Print/promotional item vendors
  • Advertising contracts
  • Other production services

General Administrative Tasks:

• General office management to ensure the office runs smoothly, is supplied and maintained
• Seek to enhance and improve our client experience
• Check mail and process invoices, and checks for accounting/deposit checks
• Manage de Novo business documents and ensure timely responses
• Manage business insurance policies and vendor relationships
  • Oversee relationships with major vendors (Accounting, IT, Insurance, Telecommunications)
• Support all team members with administrative tasks and management
  • Oversee and book travel as needed
• Provide direct support to CEO and VP
• Support business development efforts and manage proposal deadlines and delivery
• Support all activities that build and support our culture in the office

Human Resources:

• Manage and update SOP guide
• Manage and update employee handbook
• Maintain business continuity plan
• Liaise with insurance and 401k partner
  • Organize annual open-enrollment process
  • Oversee insurance portal access/insurance concierge
  • Oversee access to 401k portal and seek answers to questions
• Accurately report payroll bi-monthly
• Schedule all reviews and employee meetings and oversee the feedback and assessment process
• Manage the hiring process (communication, vetting candidates, setting up all hiring activities)
• Enact all onboarding and off boarding activities
• Manage and report on PTO
• Oversee total compensation communications

de Novo is an “all-hands on deck” company. Other duties as identified and needed will always come up!