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People and Operations Manager

Company: Urban Planning Partners, Inc.
Location: Oakland
Posted on: November 22, 2022

Job Description:

People and Operations ManagerUrban Planning Partners -(UPP) is seeking a People and Operations Manager who will help us develop and maintain an optimal work environment, ensuring the administrative integrity of our office's operations, and supporting a culture consistent with our needs and values -- We Care, We Reach, We Collaborate and, We are Real.
Our ideal People and Operations Manager will be responsible for managing and carrying out the day-to-day operations of the company, across multiple disciplines including HR, Operations, Executive Management, and Finance with 5+ years of experience ideally in the A&E industry and with Deltek/Ajera experience. Our goal is to hire one person that has the skills and qualifications to cover all these areas; however, we may hire two people depending on applicant qualifications and interest.
The People and Operations Manager will (1) report to and work closely and collaboratively with the company President, and (2) manage and work collaboratively with our Office/Executive Assistant (full-time) and Marking Assistant (50% time) to ensure they have clear responsibilities and are meeting established performance metrics.
PEOPLE All things HR+ utilizing a People Operations holistic approach that concentrate on the professional and personal well-being of individual employees resulting in employees being healthier, happier, and more productive.
Essential Responsibilities include:

  • Manage the employee journey - initial communication, hiring, on-boarding, training, performance reviews, professional development, etc.
  • Champion company culture and values including office events.
  • Update and maintain HR systems including ensuring information is appropriately kept confidential, all HR records are accurate and up to date, confidentiality is maintained as warranted, and the company is in full compliance with federal, state, and local legal requirements.
  • Manage and promote all company benefits including health, 401k, profit sharing, PTO, life insurance, disability insurance.
  • Stay current and on-point with People and HR job knowledge and trends and propose improvements and changes where needed. -
  • Support Leadership team.
    OPERATIONS Manage (and be the go-to person and problem solver) for all internal happenings related to daily operations with a focus on the more quantitative aspects of the business utilizing a wide lens to ensure that the company has what is needed to run smoothly supporting an efficient business operation model.
    Essential Responsibilities include:
    • Work closely and collaboratively with the company President most days.
    • Ensure physical office space is healthy and safe, well organized, and properly suited for staff and clients (who visit the office) and is well maintained with a clean and simple modern aesthetic (including thriving live plants).
    • Maintain all, and if needed develop new, office and project administration processes and systems necessary to ensure the office and staff work efficiently including but not limited to digital files, checklists, how to guides, templates, logos, references, etc. (and make sure they are utilized by staff).
    • Ensure clear quality assurance and quality control processes and procedures are in place and followed across all office operations (e.g., projects, finance, HR)
    • Manage relationships and contracts with client, contractors, subcontractors, business consultants, and other vendors, landlord, and property manager.
    • Ensure office supplies and kitchen snacks and beverages are kept appropriately stocked and smartly purchased.
    • Manage business licenses and company certifications - keeping them current and understanding available certifications and what ones we should pursue/maintain.
      Potential Additional Responsibilities (if position is filled with two people)
      • Outlook, Word, Excel, PPT and Adobe office expert in the context of how UPP uses
      • Finance Operations (some or all) - including AR, AP, client invoices, project accounting and reporting, payroll
      • All things IT - with significant support from IT consultant including equipment and software inventories.
      • Executive Assistant support
        QUALIFICATIONSYou've done this before-you have experience in a high-growth/start-up environment with constant change as your companion and meet the minimum experience requirements above.
        • Bachelor's degree with demonstrated ability to understand the language of business and HR.
        • Strong values with a clear inner core of purpose-driven leadership.
        • Strong problem solving, reporting and analytical skills.
        • Excellent organizational, coordination, QA/QC, and people skills.
        • Tech-savvy.
        • High proficiency in Microsoft Outlook, Excel, PowerPoint, and Word; and Adobe.
        • 2+ years of experience with Deltek/Ajera.
        • Demonstrated ability to research and analyze problems at a senior level, providing feedback, guidance, and direction as well as managing direct reports.
        • A clear understanding of Human Resources practices and legal requirements.
        • Working knowledge of the critical components of a successful HR including employment law, performance management, resolving conflict, having difficult conversations, employee engagement, training, maintaining employee files, and managing operational budgets.
        • Working knowledge of business operations, including finance and contracts. Demonstrated ability to manage operations and processes of an organization.
        • Clear and strong verbal communication skills. Demonstrated ability to work at the senior leadership level. -
        • Well-developed writing and presentation skills. Demonstrated ability to communicate clearly across all levels of an organization, prepare implementation and training plans with an easy-to-follow framework, develop effective training materials.
        • Discretion, sensitivity, and confidentiality. Demonstrated ability to listen, analyze and inform appropriately while maintaining the required sensibilities in handling confidential information.
        • Intellectually curious and very anticipatory.
        • Demonstrated ability to have thought through the experience meticulously, clearing away all the stones in your path so there's nothing to trip you up. -Urban Planning Partners
          ---At UPP, we help create better places in partnership with our clients and the communities where we work. We are actively seeking talented people to join an empowered and collaborative employee environment. Located in downtown Oakland, we provide land use planning policy, community engagement, municipal planning, and environmental review consulting services on large complex projects throughout the Bay Area and Northern California.
          We credit the success of our projects and the satisfaction of clients to our amazing staff and core values. Learn more about us at www.up-partners.com. UPP has become - and remains - a vital and respected firm, despite our comparatively small size (staff of 14). Come join our team!
          Urban Planning Partners offers excellent benefits (vacation, sick, and holiday pay; medical, dental, group life, and long -term disability insurance plans; and a Simple IRA with company match). Urban Planning Partners is an equal opportunity employer. Compensation is commensurate with experience and abilities. This position may be filled as a full-time or part-time (24+ hours) depending on qualifications, interest, and availability.
          To apply and be considered, please email contact@up-partners.com with either "People and Operations Manager" in the subject line and attach a single PDF file that includes both your cover letter and resume. In your cover letter, express why you are interested in UPP and are a great fit for this position. If you apply direct via LinkedIn or Indeed, please also upload a PDF of your cover letter. No phone calls please.
          Thanks, and we look forward to reviewing your application! -

Keywords: Urban Planning Partners, Inc., Oakland , People and Operations Manager, Executive , Oakland, California

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