Join us to connect with great minds! FAPA works to enhance the U.S. – Taiwan relations, and we are seeking a critical member of our dynamic and professional team. The Office Operations Manager will be responsible for performing a range of financial work, administrative tasks, and office operations to secure the foundation of the workforce. The Office Operations Manager is also responsible for assisting the Executive Director with management of the finance, office settings, human resources, and QuickBooks. The ability to multitask, be detail-oriented, be a team player, and to meet changing deadlines is essential to the position.
Key Responsibilities
Financial Operations
- Lead the preparation of operating budgets, financial statements, and reports.
- Manage account payables, vendor information and other financial account records, including but not limited to issuing invoices, handling payments by using QuickBooks and internal databases.
- Analyze financial data and assist with internal and external audits, reviews, and tax preparations.
- Make accurate bookkeeping and documenting financial processes, such as credit card statements, bank statements, Benevity, and other entries.
- Partner with outsourced Controller on the quarter end closing process to ensure books are accurately recorded.
- Oversee the development and implementation of financial processes and internal controls.
Office Operations and Human Resource
- Developing office operating policy and procedure manual of office to standardize FAPA office operations.
- Manages day-to-day operations, including facilities, capital assets, and office inventory
- Manages and maintains support services such as website, CRM, Webex and other operations accounts such as Benevity portal, USPS portal and insurance agencies.
- Maintain necessary regulatory and compliance licenses with local authorities and agencies.
- Partner with third party HR system to manage the employee onboarding documents, including collecting legal documents, assisting onboarding training and annual tax statement maintenance.
- Negotiate and monitor leases and contracts with vendors such as contract workers.
- Utilize SharePoint to keep track of procurement records.
- Support event logistics as needed.
Qualifications
- Previous experience with non-profit organizations in finance, accounting, and/or QuickBooks is preferred.
- Strong commitment to maintaining integrity and confidentiality of finance and donor information.
- Aptitude for logistics and willingness to recommend and make ongoing improvements to FAPA’s office functioning.
- Ability to effectively use computer applications such as MS Office and Outlook.
- Ability to establish and maintain effective relationships with a wide variety of people.
- Strong interpersonal skills to work respectfully and collegially in teams.
- Excellent English proficiency is a must. Mandarin proficiency will be considered as an advantage.
Knowledge, Skills, and Abilities (KSAs)
Knowledge
- Thorough understanding of financial principles and accounting practices.
- Knowledge of non-profit financial management and regulatory requirements.
- Familiarity with QuickBooks and other financial software.
- Understanding of human resources practices and employment laws.
Skills
- Strong organizational and time management skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Effective communication skills, both written and verbal.Analytical skills to interpret financial data and make informed decisions.
Abilities
- Ability to multitask and prioritize tasks effectively.
- Ability to work independently and as part of a team.
- Ability to maintain confidentiality and handle sensitive information discreetly.
- Ability to adapt to changing priorities and work under pressure.
To apply, please submit your resume and cover letter to [email protected]