Operations Project Manager bei DOGS INC

Description

The Operations Project Manager provides comprehensive logistical and administrative support to the Chief Operations Officer while coordinating efforts across departments to drive operational success. This role requires adaptability, a proactive approach to problem-solving, and strong organizational skills to ensure seamless coordination and operational success across departments. By managing a variety of tasks and improving workflows, the Operations Project Manager enables the Chief Operations Officer and the Operations team to operate at maximum effectiveness while fostering a collaborative and efficient work environment.

DUTIES AND RESPONSIBILITIES:

Logistics Coordination:

• Serve as the connecting point between the Operations Department and other departments (e.g., Philanthropy, Marketing, Information Technology), ensuring clear and timely communication for all internal requests.
• Manage logistics for events, tours, filming requests, speaking engagements, and other cross-departmental needs, tracking requests through to completion.
• Coordinate and schedule interdepartmental meetings, such as manager forums, staff meetings, and virtual check-ins, ensuring alignment of schedules, preparation of agendas, and tracking of follow-up actions.
• Support the planning and execution of organizational gatherings, campus visits, and other special events by overseeing venue selection, technology needs, and communications.
• Provide regular reminders and updates to stakeholders about upcoming deadlines, tasks, and events to maintain smooth operations

Support for the Chief Operations Officer:

• Assist with scheduling, prioritizing, and tracking tasks to ensure the Chief Operations Officer’s time is used effectively.
• Organize and prepare materials for meetings, including agendas, relevant documents, and follow-up items.
• Provide administrative and logistical support for cross-departmental initiatives and special projects as assigned (e.g., new marketing or onboarding collaborations, expansions in care-related programs).
• Maintain ongoing communication with the COO regarding operational updates, performance metrics, and staff feedback.

Process and Workflow Management:

• Support the Chief Operations Officer and Director of Operational Logistics in maintaining systems to track interdepartmental requests, ensuring progress, accountability, and transparency.
• Lead or support organization-wide rollouts of project management tools, ensuring best practices and consistent usage.
• Develop and maintain SOPs (Standard Operating Procedures) and manuals for each department to standardize processes and promote efficiency.
• Standardize file storage within Teams (or other platforms) to improve organization, collaboration, and accessibility.
• Implement continuous improvement programs (e.g., “Bright Idea Initiatives,” “Learn-n-Earn” incentives) that encourage staff engagement and streamline processes.
• Collaborate with the Director of Operational Logistics to ensure alignment on tools, processes, and systems.
• Evaluate and refine workflows to identify inefficiencies and recommend solutions that enhance productivity and accountability.

Adaptability and Problem-Solving:

• Respond effectively to shifting priorities or unexpected challenges, maintaining a focus on delivering results.
• Assist in identifying operational obstacles and collaborate with teams to develop practical solutions that address evolving needs.
• Offer creative ideas to improve efficiency, communication, and cross-departmental collaboration.

Team Engagement and Recognition

• Coordinate personal recognition efforts for milestones such as birthdays and work anniversaries, as well as “Treasure Chest” programs or other forms of appreciation.
• Help foster a positive workplace culture by organizing employee engagement activities, recognition events, and ongoing communication forums.
• Facilitate regular check-ins to ensure open dialogue and strong collaboration across all levels.
• Provide timely operational updates to the organization, highlighting any new initiatives, upcoming events, or changes in procedures.

Qualifications

Required Skills and Experience:

• Proven ability to manage multiple tasks and prioritize in a fast-paced environment.
• Exceptional organizational and time management skills.
• Strong interpersonal and communication skills, with experience collaborating across diverse teams.
• Proficiency in Microsoft Office Suite and project management tools.

Preferred Skills and Experience:

• Experience in logistics coordination or operational support.
• Familiarity with operations in a non-profit setting or similar environment.
• Knowledge of database management tools or experience with workflow optimization.

Education Requirements:

• Bachelor’s degree in business administration, communications, project management, or a related field is preferred. Equivalent professional experience in logistics, operations, or administrative roles may be considered in lieu of a degree.

WORK ENVIRONMENT

• Onsite presence is typically required at the organization’s campus five days a week, with occasional opportunities for hybrid / remote work.
• Standard working hours are Monday through Friday, 8:00 AM to 4:30 PM.
• Occasional evenings and weekends may be necessary to support special events or urgent operational needs.
• The role involves a combination of desk work, meetings, and occasional physical tasks such as assisting with event setup or logistics.
• Candidates must be comfortable navigating various areas and environments across the campus.

Metrics for Success:

• Operational Efficiency: Demonstrated by reduced response times, well-coordinated events, and streamlined workflows.
• Task Completion & Follow-Up: Timely and accurate handling of internal requests and logistical needs.
• Stakeholder Satisfaction: Positive feedback from the Chief Operations Officer and department leaders on responsiveness and support.
• Initiative Implementation: Successful rollout of new programs (e.g., project management tools, process improvement initiatives) as measured by adoption rates and user feedback.

Why Join Dogs Inc?

At Dogs Inc, we don’t just change lives—we transform them. Here’s why you’ll love working with us:

• Comprehensive Benefits: Full dental and vision premiums covered, competitive medical coverage, and a $15,000 life insurance policy.
• Retirement Match: A 5% retirement plan match for benefit-eligible employees.
• Campus Perks: Free access to our fitness center and chef-prepared lunches (Monday–Friday).
• Time to Recharge: Generous PTO policies (12–20 days/year based on tenure) + 13 paid holidays—including your birthday.
• Reward-Based Programs: Earn additional PTO through our Learn and Earn and Pawsitive Strides.
• Dog-Friendly Workplace: Bring your well-behaved, pre-screened pup to work—it’s basically heaven.