Operations Manager

Operations Manager at Project Artaud

Reports to: Matrix structure including Executive Committee and Senior Bookkeeper Status: Part-time, non-exempt Compensation: $36-45 per hour, commensurate with experience Benefits: Paid Sick leave, vacation/holiday pay, health insurance support, 401k plan

Hours & Schedule: Estimated 30 hours per week across a 5-day work week Location: On-site at Project Artaud, San Francisco

ORGANIZATIONAL OVERVIEW

Project Artaud is a community-governed artist live/work 501(c)(3) membership organization in San Francisco dedicated to providing long-term, low-cost place for artists and cultural workers. The organization supports a diverse membership of resident artists and oversees a complex historic facility that requires consistent operational, administrative, and facilities coordination.

The Operations Manager plays a central role in ensuring that Project Artaud functions smoothly as both a community and an organization by overseeing daily operations, coordinating facilities-related administration, supporting human resources and governance processes, and serving as a key point of contact for members, vendors, and partners.

POSITION SUMMARY

The Operations Manager is responsible for the coordination and administration of Project Artaud’s day-to-day organizational and facilities operations.

The Operations Manager works closely with the Facilities Administrator and Bookkeeper to ensure effective communication, compliance, documentation, and continuity of operations across the organization.

This position serves as a central hub for:

• Member communications and requests
• Facilities coordination and record-keeping
• Organizational administration
• Human resources processes
• Office and systems management

KEY RESPONSIBILITIES

General Operations & Administration

• Serve as a primary point of contact for Project Artaud members, vendors, and external partners regarding operational and administrative matters
• Maintain regular office hours and ensure consistent organizational presence
• Attend at least on evening Board meeting per month
• Manage organizational calendars, schedules, and internal communications
• Receive, distribute, and track mail, deliveries, notices, and official communications
• Maintain organized digital and physical filing systems for:
• Membership records
• Board and committee documents
• Volunteer tracking
• Administrative and legal files
• Policies and procedures
• Support preparation and distribution of agendas, notices, ballots, and meeting materials for Board and Committee meetings
• Maintain confidentiality of organizational and member information
• Provide logistical support for organizational meetings and events
• Serve as the main liaison for all insurance related matters, both general liability and worker's comp and the organization’s interlocutor with the insurance broker

Facilities & Systems Coordination (in collaboration with Facilities Administrator)

• Coordinate with the Facilities Administrator and Facilities Maintenance Manager on:
• Work order tracking and documentation
• Vendor scheduling and site access
• Emergency response coordination
• Maintain and organize records for:
• Permits and inspections
• Fire and life safety systems
• Emergency procedures
• Equipment and systems manuals
• Maintain vendor files, contracts, and service histories
• Support communication with members regarding facilities updates, construction projects, and service interruptions
• Assist with key control, space access systems (e.g., lock outs, site visits), and security coordination
• Maintain office systems, equipment, and basic IT infrastructure (computers, printers, shared drives, databases, email accounts)

Member Services & Communications

• Respond to member inquiries related to operations, policies, and procedures
• Facilitate communication between members and appropriate committees or staff
• Coordinate access to office resources and systems
• Support internal communications such as newsletters, notices, and announcements
• Maintain bulletin boards, members-only website, and shared information systems

Financial & Administrative Coordination (non-bookkeeping)

(In coordination with the Senior Bookkeeper and Treasurer)

• Gather and organize documentation for accounts payable and receivable
• Track and route invoices and purchase orders for approval
• Assist with preparation of reports and information requests
• Support annual audits and required filings through record organization
• Ensure financial procedures are followed (without performing bookkeeping functions)
• Perform additional administrative duties as directed by the Executive Committee

Systems, Documentation & Continuous Improvement

• Maintain and update operations manuals and procedures
• Maintain and manage software subscriptions and updates
• Identify opportunities to improve internal systems, workflows, and recordkeeping
• Support implementation of new operational tools and platforms
• Train staff and committee members on operational systems as needed

QUALIFICATIONS

• Strong organizational and administrative skills with attention to detail
• Excellent communication skills with diverse stakeholders
• Experience in nonprofit, cooperative, or community-based organizations preferred
• Ability to manage multiple priorities and work independently
• Comfort working with digital systems including Google Drive, One Drive, Microsoft 365, email, spreadsheets, shared databases, project management software
• Interest in facilities operations and building systems
• Ability to maintain confidentiality and professionalism
• Collaborative, service-oriented mindset
• Passion for supporting artists and community-based organizations

PHYSICAL REQUIREMENTS

• Ability to perform office-based work
• Some walking throughout the building on concrete floors with stairs
• On-call availability for emergencies in coordination with Facilities staff
• Lift/Push/Pull: up to 25lbs, over 25lbs with assistance or equipment
• Grasping and using fine motor skills in the building and for using office equipment

WORKING AT PROJECT ARTAUD

Project Artaud is a unique artist-run member organization that values collaboration, shared responsibility, and community care. This position offers the opportunity to work at the intersection of arts, housing, and organizational sustainability.

HOW TO APPLY

• Submit cover letter and resume to recruiting@projectartaud.org to the attention of: HR Committee Chair
• Applications accepted on a rolling basis with priority review for applications submitted by October 8

Pay: $56,160.00 - $70,200.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Retirement plan

Work Location: In person