Role Summary

The Operations Manager oversees key functions of daily financial management, operational systems and HR protocol at Northwest Film Forum (NWFF). The Operations Manager provides partnership and support to the Executive Director in business administration, staff and HR management, ensuring smooth operation of technical systems, vendor management, and daily financial monitoring across the organization. In addition, the Operations Manager oversees high-level facilities maintenance and collaboration with the Development Director on grants and fiscal sponsorship payouts and administration. The Operations Manager supervises the Technical Director, Patron Services Manager and contract bookkeeper when applicable.

Key Responsibilities

Finances/Business Management 

• Oversee operational finances and develop short and long-term financial practices and strategies
  • Develop annual budget with ED and Board of Directors
  • Supervise contract bookkeeper when applicable
  • Work directly with Board Treasurer on organizational financial management and reporting
  • Work directly with CPA on preparing annual Form 990
  • Responsible for all financial systems, such as bank account, credit card and other payment vendors, maintaining Guidestar profile, providing administration of Grantor online portals and administering online ticketing platform.
  • Act as point of approval for expenditures made by staff
  • Audit/reconcile accounts with vendors and customers
• Administer insurance protocols and act as primary point of contact for all business licenses and organizational insurance policies
  • Policies include annual business licenses with the city and state, reseller permit, fire permit, organizational liability insurance, Directors and Officers insurance, and all staff benefit policies
  • Provide certificates of insurance to vendors and community partners when applicable
  • Oversee all renewals for licenses, including property tax exemption, taxes, and other organizational licenses
• Oversee staff payroll on a bi-monthly basis, collect new hire paperwork and manage payments to staff
• Oversee all organizational tax reporting and submissions. Tax reports include quarterly Excise Tax, B&O Tax, Unemployment Tax, Paid Family and Medical Leave Tax and L&I Tax
• Issue 1099s to any NWFF-hired contractors and Fiscal Sponsorship project producers when applicable at end of year

Facilities and Front of House Management

• Act as primary supervisor for Technical Director and Patron Services Manager
• Act as point of contact for facilities needs in relation to systems/IT and facilities maintenance, such as alarm, HVAC maintenance and internet/phone systems.
• Assist with providing technical training, such as CRM systems, fire and alarm systems and facilities troubleshooting where applicable

HR

• Oversee employee payroll and contractor pay, taxes, health insurance and reimbursements
• Compile hiring paperwork for new employees; provide onboarding documentation and 1099s for contractors, where applicable
• Oversee administration of employee benefits, negotiating annual health care renewals and acting as account manager for these services
• Maintain compliance with labor law standards
• With ED, Administer and approve time off policy for employees
• With ED, maintain Employee Handbook and authoring any revisions as applicable

QUALITIES, QUALIFICATIONS, AND EXPERIENCE

• Expertise with accounting/bookkeeping systems and software. Northwest Film Forum uses Quickbooks Online for organizational accounting, but other additional platforms are used for donations and grants.
• Passion for and dedication to NWFF’s history, mission, vision, values, and programs.
• Proven track record in supervisory experience, e.g. experience managing, developing, and motivating staff and volunteers.
• Expertise with Excel, Google Suite, and banking systems.
• Ability to see, value, and adapt to cultural differences. Experience working with people of diverse ages, genders, sexualities, ethnicities, cultures, races, abilities, and socioeconomic backgrounds.
• Experience with nonprofit organizations with multiple programs serving diverse constituencies in film, arts, and/or media.
• Excellent interpersonal skills, high emotional intelligence and self-awareness, ability to build meaningful relationships with a variety of stakeholders, community-oriented, outgoing, energetic, and perceptive personality.
• Strong organizational and time management skills, experience meeting and managing multiple deadlines, and a high level of self-motivation.
• Ability to prioritize effectively, flexibility, ability to handle multiple projects at once, agility, and adaptiveness.

PREFERRED SKILLS

• Minimum of two years of experience with non-profit accounting and financial management
• Experience with member-based and member-driven organizations.
• Experience with human resources, de-escalation, and conflict resolution.

EMPLOYMENT INFORMATION, COMPENSATION, AND BENEFITS

This staff position is full-time, at $50,000 a year, and reports to the Executive Director. Benefits for this position include 100% coverage of health, dental, and vision. Hired candidate will also receive professional development funds, an ORCA pass for transportation, plus access to filmmaking gear, computers, and workshops.

Candidate must be local to Western Washington area or willing to relocate. Due to the public nature of NWFF’s work and our diverse constituency, the hired candidate must be fully vaccinated against COVID-19 at the start of employment. Candidate should be prepared to provide references and must pass a WA State background check.

TO APPLY

Please send resume, any applicable portfolio or work samples, and statement of interest (written, audio, or video) to the Executive Director, Derek Edamura, at derek@nwfilmforum.org using the subject line: Operations Manager at NWFF

Audio and video statements are not to exceed 3 minutes in length and can be sent via wetransfer.com to derek@nwfilmforum.org.

Applications submitted without a statement of interest (written, video, or audio) will not be considered.

Northwest Film Forum is an Equal Opportunity Employer. Employment policies and programs of Northwest Film Forum are nondiscriminatory in regard to race, gender, religion, age, national origin, disability, veteran status or sexual orientation. All potential candidates who identify as Black, Indigenous, person of color, immigrant, living with a disability, low-income, or LGBTQ+ are highly encouraged to apply.

The deadline for applications is May 15, 2024. Ideal start date is mid June to early July 2024.