Business Operations Manager

Veggielution; San Jose (CA); On-site; USD 69,000 - 85,000; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental &amp

Retirement Plan (401k, IRA)

Paid Time Off (Vacation, Sick & PH

Wellness & Development Funds

Job summary

Veggielution in San Jose, CA is seeking a collaborative Business Operations Manager to bridge administration, programmatic, facility and grant management workflows. Reporting to the Executive Director, this role ensures that finance, HR, compliance, and administrative operations run efficiently in support of Veggielution's mission.

The position suits a proactive, detail-oriented leader who streamlines processes, manages resources, and fosters a collaborative environment while driving process

Qualifications

• Demonstrated experience in finance and grants management for nonprofits
• Minimum 3 years related administrative/operations experience
• Experience supervising staff with a collaborative and supportive leadership style
• Proficiency with Microsoft Office and Google Workspace
• Bilingual Spanish-English or Vietnamese-English preferred but not required
• Background check required

Responsibilities

• Oversee day-to-day financial operations and liaise with outsourced accounting
• Coordinate accounts payable/receivable and budgeting activities
• Manage grant administration, reporting and compliance
• Supervise Administrative Operations Coordinator and develop internal systems
• Oversee HR operations including onboarding, benefits, and training
• Ensure payroll alignment with budgets and funding sources

Skills

Finance & Grants

Administration

HR & Training

Project management

Team leadership

Communication

Policy & compliance

MS Office & Google Workspace

Tools

Grasshopper

Asana

Slack

Sage Intacct

Gusto

Bill.com

Ease

Docusign

Canva

Jotform

Job description

Position Summary

Veggielution is hiring a collaborative Business Operations Manager to bridge administration, programmatic, facility and grant management workflows. Reporting to the Executive Director, the Business Operations Manager serves as the Executive Director's primary operational owner, ensuring that organizational systems, finance and grant administration, human resources, compliance, and administrative operations function efficiently and effectively in support of Veggielution's mission.

This position is ideal for a detail-oriented, proactive manager who streamlines processes, manages resources efficiently, and bridges gaps to enhance productivity. They combine strong administrative expertise with fostering a collaborative, organized environment while driving process improvement and supporting team development. They are self-motivated, flexible, adept at managing change, and driven by Veggielution’s mission.

Organizational Overview

Veggielution brings together people from all walks of life to grow food, build community, and celebrate culture, proving that justice and joy go hand in hand, and that collective wellbeing depends on all of us. Through three core program platforms—focused on helping communities gather, grow, and nourish—Veggielution strengthens social connection, improves health outcomes, and builds community power.

Duties & Responsibilities

• Bookkeeping & Finance
  • Oversees the day-to-day relationship with the organization's outsourced accounting service, serving as the primary point of contact for routine financial operations and communications
  • Coordinates accounts payable and accounts receivable processes with the accounting consultant, ensuring timely approvals, accurate coding, and efficient processing
  • Supports banking, budgeting, and cash management activities, including preparing and processing bank deposits, reconciling organizational credit card expenses, and coordinating supporting documentation
  • Maintains financial records and supporting documentation, including grant agreements, restricted funding records, financial policies, contracts, and other documentation necessary for organizational compliance, grant reporting, and audits
  • Coordinates annual federal, state, and local compliance filings in partnership with the accounting consultant and Executive Director to maintain the organization's good standing
  • Supports the annual audit process by managing timelines, documentation, auditor requests, and preparing materials with the accounting consultant and Executive Director
  • Serves as the central liaison between staff and the accounting service provider, facilitating communication on accounting procedures, financial workflows, AP/AR processes, expense coding, approvals, reporting requests, and process improvements
  • Coordinates with the Executive Director, Senior Program Director, and accounting consultant to maintain accurate staff funding allocations across restricted and unrestricted funding sources, ensuring payroll and financial records align with approved budgets
• Grants Management and Reporting
  • Coordinates grant financial administration by reviewing grant agreements, tracking reporting deadlines, maintaining supporting documentation, preparing reimbursement requests and financial reports, and working with program staff and the accounting consultant to ensure compliance with funder requirements
  • Serves as the primary operational partner to the Senior Program Director to ensure grant-related expenses are accurately coded each month, supporting timely financial reporting, reimbursement requests, and grant compliance
  • Manages and maintains the organization's staff salary allocation schedule across restricted grants and unrestricted funding sources, recommending updates as staffing or funding changes occur, with oversight and final approval from the Executive Director
  • Coordinates grant-related accounting activities with the accounting consultant, including personnel allocations, expense coding, general ledger support, supporting documentation, and resolution of grant-related financial questions
  • Provides logistical support for the organization's annual fundraising event and other development operations as assigned
• Administrative and Operational Management
  • Directly supervises and manages the Administrative Operations Coordinator, including goal setting and professional development
  • Manages internal message and communication routing received through various communication platforms, for example: mail, email, voicemail and communication forms
  • Oversees Admin Ops Coordinator in building and integration of new internal systems, maintaining staff internal landing page, workflow of service providers, and building policies or processes for human resources, accounting, and development and facility work
• Human Resources & Training
  • Oversees the day-to-day relationship with the organization's HR and benefits service providers, serving as the primary point of contact for routine HR operations and staff support
  • Coordinates annual employee benefits and insurance renewals with brokers and service providers, supporting plan administration, open enrollment, and employee communications
  • Administers employee onboarding and offboarding processes, maintaining templates, checklists, documentation, and system access to ensure a consistent and compliant experience
  • Leads organizational onboarding and office orientation for new employees including basic training on office procedures, technology, and organizational policies
  • Oversees required staff compliance and professional training, including employee handbook acknowledgments, workplace safety, first aid, harassment prevention, and other mandatory trainings
  • Serves as the liaison between staff and the HR service provider on payroll administration, benefits, leave and accruals, reimbursements, employment documentation, and general HR policies and procedures
  • Maintains personnel records and HR documentation in accordance with organizational policies and applicable employment regulations

Qualifications

• Deep passion and commitment to advancing racial, economic and social justice in immigrant, working class and multi-generational communities
• Excited and committed to working in a nonprofit, place-based organization
• Experience in a fast-paced, entrepreneurial environment
• High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and prioritize work on multiple projects
• Team-player attitude and strong customer-service orientation
• Demonstrated experience in finance and grants management for non-profits or small organizations
• Demonstrated experience supervising, mentoring, or coaching staff with a collaborative and supportive leadership style
• Experience managing projects and coordinating work across multiple departments and stakeholders.
• Ability to prioritize work, delegate responsibilities, and develop efficient administrative systems
• Ability to treat sensitive issues with respect and empathy and maintain strict confidentiality
• Excellent interpersonal, organizational, verbal and written communication skills
• Proficiency in Microsoft Office and Google Workspace
• Familiarity with or willingness to learn: Grasshopper, Asana, Slack, Sage Intacct, Gusto, Bill.com, Ease, Docusign, Canva, Jotform
• Self-motivated, independent worker with strong work ethic
• Bilingual/biliterate Spanish-English or Vietnamese-English preferred but not required
• Minimum 3 years related administrative/operations experience
• At least one year’s basic bookkeeping experience; three years’ bookkeeping experience preferred
• Background check required

Working Conditions

• Non-conventional mix of office and outdoor work environment
• Monday-Friday work week with occasional late evening and weekend work related to fundraising
• Frequent typing/computer and telephone use
• Physical demands described here are representative of what an employee encounters while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with differing abilities to perform essential functions.

Compensation

Salary: $77,126 per year. Because we know the practice of compensation negotiation can contribute to pay inequities, this compensation rate is non-negotiable.

Veggielution is an Equal Opportunity Employer (EOE). Applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity and gender expression, disability or veteran status.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Wellness & Development Funds