Manager, Office & Operational Services

Salary Range: $80,000.00 To $85,000.00 Annually The Manager, Office & Operational Services is responsible for day-to-day facilities management, overseeing office support services, and providing operational support to the Director of Operations across GOS division functions in Oceana’s headquarters office. This role creates a pleasant, collaborative, and environmentally sustainable office culture conducive to achieving Oceana's mission, while also serving as an operational extension of the Director in areas such as project tracking, systems coordination, vendor and contract administration, and budget tracking support. Oceana is seeking a professional who is energized by providing excellent customer service and anticipating the needs of others; can handle a wide range of tasks and remain calm in any situation; is able to work independently and follow through on tasks with minimal direction; is detail-oriented, organized, flexible, and thrives in a diverse and fast-paced culture. This individual takes initiative, proactively looks for ways to improve the office experience and operational processes, and brings ideas and solutions forward with enthusiasm. Because the central functions of the role are related to maintaining the office space and providing in-person operational support, this position is expected to be performed in the office five (5) days a week. Job Responsibilities: Facilities Management Oversee office maintenance and repair requests with internal and external vendors. Walk the office daily to proactively spot maintenance issues, ensure office protocols are being followed, and that common areas, work areas, and conference rooms are ready for use. Ensure office/workstation for new hires is ready for occupancy – cleaned, furnished, and required maintenance performed. Manage building access – office keys/fobs, bike room, gym, and visitors. Support vendor contract and relationship management by tracking renewal dates, preparing contract summaries, and coordinating documentation for Director review via the contacts lifecycle management system (CLMS). Champion the cleanliness and tidiness of the office, including administering Wrasse, Oceana's internal cleaning program, by maintaining and supporting a rotating staff schedule for dish washing and surface upkeep. Maintain a facilities issue log and proactively surface recurring or unresolved issues to the Director of Operations. Office Support Services Maintain a consistently staffed and welcoming reception desk from 8:30am – 5:30pm, Monday–Friday, including personally covering the desk on a regular basis and coordinating intern coverage as needed. Manage the internal ticket request portal; triage and ensure timely completion of staff requests, escalating as appropriate. Organize, or assist others to organize, special office events – staff breakfasts, celebrations, board meetings, and other events. Collaborate with and assist Operations team to implement and maintain office emergency protocols; maintain emergency equipment and supplies and coordinate First Aid/CPR training for key staff members. Ensure phone system, postage meter, copiers, and other equipment are working correctly; coordinate repairs and replacements as needed. Procure eco-friendly office supplies, stock workrooms, and maintain adequate inventory. Manage onsite and offsite storage. Process vendor invoices for payment and expense reports in a timely manner. Own Oceana's beloved 3pm snack tradition — sourcing, stocking, and setting out a daily afternoon spread that keeps energy up, brings people together, and reflects the warm, community-driven culture at the heart of our office. Coordinate closely with the Office of the CEO on special events and projects ensuring timely and responsive follow-through. Continuously look for opportunities to improve the in-office experience [through space, services, sustainability, culture, or day-to-day operations] and bring forward concrete suggestions to the Director of Operations for consideration and implementation. Operational Support to the Director of Operations Support and contribute to a broad range of operational projects including office renovations, storage initiatives, and office protocol updates, building operational expertise through coordination and hands-on involvement. Support process documentation efforts by capturing current workflows and SOPs. Assist with administrative tracking of the Operations team budget: record expenditures, flag variances, and prepare summary reports for Director review. Coordinate logistics and/or provide support for working groups or cross-functional meetings that require Operations team support. Handle confidential matters with discretion and sound judgment; maintain strict confidentiality in all communications and documentation. Conduct research on best practices and prepare drafts of communications or briefing materials as assigned by the Director. Leadership Supervise the Office Support Assistant and other temporary staff hired to provide reception coverage or other operational services. Serve as the point person for ensuring events and catering align with Oceana's sustainability practices and guidelines, and support staff engagement in Oceana's internal sustainability initiatives. Model Oceana’s values and cultivate a positive, service-oriented team culture. Other duties as assigned. Job Requirements: Education and Work Experience A Bachelor’s Degree and five years of office management or operations experience, or an equivalent combination of education and experience is required. Prior experience supporting senior leadership or operating as an operational right hand to a director-level or above is strongly preferred. Experience in a nonprofit or mission-driven organization is a plus. Physical Requirements Regularly required to sit, reach, grasp, stand, and move from one area to another. Occasionally required to push, pull, bend, lift, and move up to 50 lbs. Skills and Knowledge Excellent written and verbal communication skills; able to draft clear correspondence, summaries, and formatted documents for Director review. Must be a proactive team player with a positive customer service attitude and strong analytical and problem-solving skills. Strong task and project tracking skills; able to juggle multiple priorities, maintain organized records, and meet deadlines without close supervision. Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment. Knowledge of environmental sustainability best practices for office environments. Strong ability to learn and use software used by Oceana – Microsoft 365, Kastle, ADP, Nexonia, Salesforce, Prism, ServiceDesk Plus. Comfort with basic administrative budget tracking; ability to record expenditures and prepare summary reports for review. Required Competencies: Action Oriented: Makes things happen. Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm. Instills Trust: Can gain the confidence and trust of others by demonstrating honesty and authenticity, acting with integrity, being consistent and credible. Values Differences: Takes a broad view of issues and challenges and can see them in a global context. Builds relationships with people from different cultures and countries. Draws on global knowledge and perspective when tackling complex issues or looking for opportunities. Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals. Ensures Accountability: Holds self and others accountable to meet commitments. Drives Engagement : Creates a climate where people are motivated to do their best to help the organization achieve its goals. Develops Talent : Developing people to meet both their career goals & Oceana goals. The salary range for this position is $80,000 - $85,000 annually. Applicants must submit a resume and cover letter to be considered. Oceana's U.S. offices are operating on a hybrid schedule. Staff are required to work from their assigned office on Tuesday, Wednesday, and Thursday. With agreement between the employee and their supervisor, the employee may work from home on Monday and Friday. Oceana values a diverse workforce and welcomes people different from each other in many ways, including characteristics such as race, gender, sexual orientation, religion, ethnicity, and national origin. Oceana considers all qualified candidates and seeks to recruit from a diverse candidate pool. Please apply by July 24, 2026 for best consideration.