Manager, Office Operations & Accounting Support

MANAGER, OFFICE OPERATIONS & ACCOUNTING SUPPORT | JOB DESCRIPTION

Job Title: Manager, Office Operations & Accounting Support
Team: Operations
Location: In-Person in New York City
Employment Type: Full-time
FLSA Classification: Exempt
Start Date: March 2025 or ASAP

ABOUT REFORM ALLIANCE

REFORM, founded in the wake of the #FreeMeek movement, is committed to transforming probation and parole throughout the United States by changing laws, systems, and culture. The organization is working to replace America’s criminal justice system with a restorative approach that is fair, accountable, and invested in rehabilitation. Our goal is for people to reenter society with dignity, create meaningful pathways to work, and equip them with the tools to succeed all while making families and communities safer and stronger.

ABOUT THE ROLE

REFORM is hiring a Manager, Office Operations & Accounting Support to ensure smooth and efficient operations of REFORM’s NYC office, provide support for our DC office, manage key finance-related systems (travel, reimbursements, credit card issuance, etc.), and support our month-end close processes. To be successful in this role, you will be thorough, detail-oriented, efficient, trustworthy and organized and have a basic understanding of accounting principles.

This role is on the Operations team and reports directly to the Controller.

WHAT YOU’LL DO

General Office Management & Administrative Support (45%)

• Maintain daily office operations and serve as a point person for staff & guests for anything related to office systems, including building-related logistics and supplies requests.
• Ensure office efficiency by carrying out all administrative functions such as ordering office supplies and equipment, and maintaining proper stock levels.
• Own vendor relationships, including those providing cleaning, maintenance, and security services. 
• Manage incoming and outgoing mail, process and distribute documents, and manage acknowledgements such as thank you notes and gifts. 
• Train new employees on travel, reimbursement, and credit card systems and ensure policy adherence through coaching and redirecting.
• Coordinate and manage logistics for internal meetings and events, including reserving space, setting-up the room, etc.
• Manage and maintain REFORM’s swag merchandise program, coordinating with relevant departments to order, maintain, and manage additional supplies. 
• Serve as the point of contact for office-related health and safety issues. 

Accounting Support (45%)

• Track and manage company expenses, ensuring they align with the budget, including credit card transaction management and reconciliation.
• Process Accounting transactions accurately and timely.
• Provide support to the Accounting Department and assist in month-end financial reporting and closing.
• Maintain accurate records of invoices, payments, and expenses by entering financial transactions into accounting software and ensuring compliance with company policies and accounting principles.
• Prepare financial reports, process transactions, and updated ledgers, budgets, etc.
• Own administrative responsibilities for the department, such as organizing files, data entry, processing the mail, etc.
• Handle communications with clients and vendors.

Other duties as assigned (10%)

WHO YOU ARERequired Qualifications

• At least 3 years of experience as an Office Manager, Operations Manager, or similar role
• Basic knowledge of accounting principles

Preferred Qualifications

• Business Administration or Accounting Degree
• At least 5 years of experience as an Office Manager, Operations Manager, or similar role
• Experience at a small but growing organization with full ownership over office operations
• Highly self-motivated and proactive with a keen eye for improving processes, anticipating problems, and implementing solutions
• Strong organization skills with the ability to multi-task, prioritize, and meet competing deadlines independently
• Highly tactful, fair-minded, empathetic and charismatic in order to establish and maintain relationships across the organization, especially during times of challenge or difficulty
• Comfortable with ambiguity and able to calmly deliver outstanding work under pressure
• Strong analytical skills, written and verbal communication skills, and attention to detail
• Deep enthusiasm for learning, growing, and finding better ways to do things
• Proficiency with Google Suite applications
• Proficiency with NetSuite Accounting software
• Clear passion for and commitment to REFORM’s mission

Please know that no one ever meets 100% of the preferred qualifications. If much of this describes you, we encourage you to apply.

WORK DEMANDS

• Occasional evening and weekend hours for various events or meetings 
• Ability to lift and carry 20 lbs.
• Ability to stand for extended periods of time

ADDITIONAL REQUIREMENTS

• Authorized to work in the U.S.
• Live within commuting distance of New York City (midtown) and ability to work in-person five (5) days per week

APPLICATION & INTERVIEW PROCESS

While the interview process may vary slightly, the general process will be:

• Phone Screen with Talent Acquisition Team Member
• Virtual Interview with Hiring Manager
• In-Person Interview with Panel
• Virtual Finalist Interview with CEO

COMPENSATION & BENEFITS

The salary for this position, which depends on prior work experience and our assessment of your demonstrated fit for the role, will likely be ~$95,000. REFORM offers competitive base salaries based on the 75th percentile of the market among not-for-profit organizations of similar size, with opportunities for salary growth over time. We believe in compensating staff members fairly in relation to each other, their qualifications, and their impact on behalf of the organization, and take internal and external equity seriously.

Our current benefits include:

• Competitive salaries in the market of similar non-profit organizations
• Comprehensive benefits, including medical, dental, vision, life, disability, and other ancillary options.
• 20 days of Paid Time Off (PTO) during the first year of employment in addition to org-wide holidays (11), and winter shutdown during the last week of December
• 4% 401(k) match after 30 days of employment 
• Coverage of 100% of health insurance premiums for employees (health, vision & dental)
• $75.00 monthly cell phone reimbursement

*Please note that the organization reserves the right to change benefits at any time.

At REFORM Alliance, we strive to move hearts and minds to create a more humane criminal justice system. This requires a company culture that values employee individuality and community development. We are committed to fostering an environment that is inclusive, empowering, and globally minded. We firmly believe that diversity in gender, race, ethnicity, sexual identity, cultural background, religion, disability, and age produces ideas and perspectives that make our efforts stronger for people unjustly in the system and make our communities safer.