Administrative and Operations Manager

Building Markets; New York (NY); Hybrid; USD 55,104 - 103,320; Part time

Job summary

Building Markets is seeking an organized Administrative & Operations Manager (Consultant) to maintain critical administrative and operational processes. This role involves overseeing payroll, managing accounts payable, and supporting Board activities while ensuring smooth workflows across teams.

Ideal candidates will have proven experience in administrative roles, strong knowledge of payroll systems, and excellent organizational skills. The contract is remote/hybrid, with an hourly pay rate of $40 - $75, depending on experience.

Qualifications

• Proven experience in administrative, HR, finance, or operations management roles.
• Strong knowledge of payroll systems, accounts payable, and financial reconciliation.
• Experience with grant monitoring and donor reporting is an asset.
• Excellent organizational, problem-solving, and communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.

Responsibilities

• Oversee payroll processing and ensure timely and accurate payments.
• Manage accounts payable processes: receive and document payments bi-monthly.
• Provide administrative support for Board activities, scheduling, and documentation.
• Assist with internal and external communications, drafting newsletters and updates.
• Monitor grant budgets and progress, flagging variances or issues.

Skills

Organizational skills

Problem-solving skills

Communication skills

Knowledge of payroll systems

Financial reconciliation

Tools

QuickBooks

Expense management systems

Job description

Make a substantial difference in the world by using your talents to affect change where it’s needed the most.

Administrative & Operations Manager (Consultant)

About Building Markets

Building Markets’ mission is to build inclusive economies for small businesses so that all people have the opportunity to rise. This is achieved by opening opportunities for small business owners affected by crises or marginalization to transform their lives and communities.

Building Markets addresses inequality around the world by advancing inclusive economies that work for all. The organization works to open opportunities for small business owners — who fuel more than 70% of the world’s jobs — to transform their lives and communities. Since 2004, Building Markets has combined deep local knowledge, comprehensive data, and global networks to build confidence and strength in more than 27,000 small business owners affected by crises and marginalization. From securing $1.5 billion in contracts or loans to creating more than 74,000 full-time jobs in places where they’re needed most, Building Markets is elevating small businesses as engines of enduring social impact and economic growth.

The Administrative & Operations Manager Position

Building Markets seeks a highly organized and detail-oriented professional to provide short-term coverage for the Administrative and Operations Manager position. This consultant contract role will ensure continuity of critical administrative, HR, financial, governance, and communications processes. The position requires strong problem-solving skills, attention to detail, and the ability to coordinate across teams, external partners, and the Board of Directors.

The successful candidate will be comfortable both rolling up their sleeves to handle day-to-day operational details and stepping back to ensure workflows are managed smoothly across teams, external partners, and the Board of Directors.

Scope of Work

I. Human Resources & Administration

Oversee payroll processing and ensure timely and accurate payments.

Support HR administrative processes, including contract development and employee documentation.

Maintain accurate records of timesheets and manage monthly staff allocations.

II. Finance & Accounting

Manage accounts payable processes: receive, organize, process, and document payments on a bi-monthly basis.

Submit, review, and approve expense reports in accordance with policies and procedures.

Conduct monthly reconciliations against statements of account to ensure accuracy and compliance.

Monitor grant budgets and progress, flagging variances or issues to leadership.

Coordinate with accountants to resolve financial discrepancies or operational issues.

Collaborate with finance staff in country offices to ensure smooth financial workflows.

III. Board & Communications Support

Provide administrative and logistical support for Board activities, including scheduling, preparing meeting materials, and documenting minutes.

Ensure timely communication and follow-up on Board action items.

Assist with internal and external communications, including drafting and distributing newsletters and updates.

Support leadership in ensuring consistent, professional, and timely messaging across stakeholders.

Maintain organized records and documentation for operational continuity.

Qualifications

Proven experience in administrative, HR, finance, or operations management roles.

Strong knowledge of payroll systems, accounts payable, and financial reconciliation.

Experience with grant monitoring and donor reporting is an asset.

Previous experience supporting Board activities and communications preferred.

Excellent organizational, problem-solving, and communication skills.

Ability to work independently and collaboratively in a fast-paced environment.

Proficiency with financial and administrative software tools (QuickBooks, expense management systems, etc.) preferred.

Directions

Interested candidates should submit their CV and a cover letter outlining their relevant experience to [e-mail] with the subject line “Administrative & Operations Manager”.

Applications will be reviewed on a rolling basis and the position will remain open until filled. The anticipated start date is October 2025.

Contract Term

October – December, 2025

Location

Remote/Hybrid if applicable

Hourly Pay Rate

$40 - $75, commensurate with experience

Hours

Approximately 45 hours per month

Reports to

Executive Director, Building Markets Ltd.