Operations Administrator Jobs in Chicago, IL (NOW HIRING)

Title: Operations Administrator

FLSA Status: Salary, Exempt

Salary: $63,000 - $65,000/yr

Reports To: Director of Administration & Finance

Ignite stands with youth on their journey to a home and a future with promise. We are a leading non-profit, human services organization dedicated to breaking the cycle of poverty for youth, ages 10-26. While Ignite has a long-standing history that dates to 1976, we continue to create new ways to serve our community. Today, we have more than 63 full-time and part-time staff as well as over 100 volunteers who contribute to our mission.

Through housing, education, employment, career planning, financial empowerment, mental health support, and community connection, we enroll more than 800 youth per year, on the path to reaching their full potential. Following their time with Ignite, many of our youth achieve financial stability and move into their own long-term home. Ignite intends to be the last program our youth will ever need, but the family and place they can always call home. As a 2025 Chicago Innovation Award winner, Ignite is leading the way in creating new housing and service models that help youth put homelessness behind them for good. At Ignite, we envision a world where all young people have the support they need to be defined by their potential, not their circumstances.

Position Description

The Operations Administrator works closely with the Director of Administration & Finance to provide day-to-day support in the areas of operations and finance administration to accomplish the organization’s mission. Responsibilities include day-to-day management of general operations and financial administrative tasks. This role serves as an integral part of project management and data integrity as it relates to administrative, operational and financial controls.

The role of Operations Administrator requires a high-level of attention to detail, excellent written and verbal communication skills, judgment, and ethics; the ability to work independently and as part of a cohesive team. The Operations Administrator must demonstrate the ability to multi-task, with strong organizational, analytical, and problem-solving skills and work collaboratively across organizational units.

Primary Responsibilities

Operations/Administrative Functions:

• Provide facility management and operational support to the program team. Order and monitor the usage of all custodial, office, and client-related supplies, assuring that items are ordered in a timely manner and securely tracked and stored.
• Order and reconcile program transit cards. Ensure proper supporting documents are maintained and purchases are reconciled according to distribution.

• Data Integrity – Review designated financial and administrative reports to ensure information is accurate and up-to-date.
• Report/Document Preparation – Assist with the preparation of critical administrative and financial documents as assigned.
• Point Person – Serve as administrative/finance point person to ensure that other department and external requests are completed in a timely manner.
• Record Keeping – Ensure that critical data is stored in designated areas on specific platforms for the administration and finance units, to ensure compliance with regulatory requirements for organizational contracts.
• Project Management – Assist with designated projects assigned to the administrative, operations, or finance units.
• Assist with organizational audits as assigned by Director of Administration and Finance.
• General Administration – Ensure the administrative unit has required coverage at all times.

• Processes & Procedures – Create and maintain processes and procedures for administrative and finance units.
• General Administrative Support – Step into other administrative roles as needed to fill gaps during absences and/or transitions, Process mail (sort and distribute to appropriate business units).

Facilities:

• Ensures the Operations/Facilities team executes high quality building operations by maintaining a safe, clean, and secure environment.
• Ensure that all mandated health and safety inspections happen on the required schedule and all relevant programs have the proper operational licensing, (e.g., food handling, fire safety, health, etc.).
• Oversee the development, implementation and maintenance routines for all custodial and maintenance services and ensure that tasks are executed efficiently by the facilities/operations team.
• Ensure custodial and maintenance functions including, but not limited to, preventative facility maintenance, repairs, grounds up-keep, and agency vehicles, in conjunction with a master maintenance calendar are executed efficiently by the facilities/operations team.
• Ensure all external building maintenance, repair and/or construction contractors, in conjunction with the master maintenance calendar are executed efficiently by the facilities/operations team.
• Ensure overall building security including, but not limited to, key distribution and tracking, fob programing, maintenance of building alarm systems, front door camera and all other key entry points.
• Work with Director of Administration and Finance to identify and resolve additional building/operational needs.
• Works with program and facilities teams to ensure client moves from transitional programs to independent living spaces are coordinated in a timely and efficient manner.
• Assists with coordination of internal and external Agency activities and special events.

Food:

• Oversee the coordination of weekly food menus for Belfort House and communicate to program staff all policies and procedures related to mealtimes.
• Oversee the coordination of pickup and delivery of food, purchased, and donated items.
• Work with Director of Administration and Finance on the budgeting, ordering, organizing and inventory of food for Belfort House, the Bronzeville Youth Shelter, and the Drop-In Center.
• Coordinate the kitchen/pantry maintenance, operations, and cleanliness of all programs where food is served.

Finance/Accounting Support:

• Processes accounts payable invoices on a weekly basis via Bill.com and QuickBooks data entry.
• Completes invoice general ledger coding for entry into accounting platforms.
• Obtain all required W-9 forms and required supporting documentation for invoice processing.
• Manage accounts payable activities, ensure timely payments of vendor invoices and expense vouchers, and maintain accurate records and control reports.
• Assist finance team with problem solving billing concerns with vendors. This may include reaching out to vendors via phone or email to resolve concerns.
• Assists with the month end close, ensuring all accounting data is organized, accurate, and complete.
• Work with the finance team to ensure that all monthly, quarterly & annual reports are submitted on time.
• Verify expense reports are coded correctly.
• Maintains proper accounting systems and controls.
• Works with the Finance team to complete annual audit.
• Monitor program spending to remain within budget.