Manager of Operations & Facilities

Job DescriptionJob Description

Lutheran Settlement House is part of a movement rooted in radical compassion and focused on making lasting, meaningful change in people’s lives and in our community. The voices of our clients guide our work, and our staff brings shared values of empathy, responsiveness, and reliability to everything we do.

We’re seeking a dedicated Operations Manager to ensure the smooth, efficient functioning of our agency’s physical space and internal systems — so our frontline staff can focus on what matters most: showing up for those we serve. This role is ideal for someone who’s detail-oriented, tech-savvy, and passionate about creating structure and stability behind the scenes. From managing vendor relationships and coordinating building projects to supporting team logistics and overseeing purchasing, you’ll play a vital part in sustaining a safe, welcoming environment for our staff and clients alike.

If you’re looking for a workplace where you can live out your values — and be valued in return — we invite you to apply.

Essential Duties and Responsibilities:

Vendor & Purchasing Management

• Build and maintain positive relationships with vendors; identify new vendors as needed.
• Ensure purchases align with budget and pre-approved pricing agreements.
• Track supply inventory and place timely orders to support agency operations.

Invoice & Financial Coordination

• Review and verify vendor invoices for accuracy and contract compliance.
• Collaborate with accounting to ensure timely processing and accurate financial records.
• Monitor spending within operational budgets and flag discrepancies or concerns.

Staff & Workflow Support

• Provide support and guidance to operations staff; assist with task delegation and training.
• Maintain clear communication around priorities, timelines, and expectations.
• Troubleshoot day-to-day issues to keep operations running smoothly.

Facilities & Project Oversight

• Coordinate routine maintenance, repairs, and service requests for the building.
• Support planning and execution of facility upgrades or improvement projects.
• Liaise with contractors and vendors during project work to ensure quality and timeliness.

Administrative & Technology Tasks

• Use Microsoft Word, Excel, and email platforms to document and communicate operational processes.
• Maintain organized digital and physical records related to vendors, purchasing, and facility management.
• Identify and implement process improvements to increase efficiency.

General Operational Support

• Provide hands-on assistance as needed, including during deliveries or special events.
• Step into various operational tasks to ensure continuity of service across departments.

Qualifications:

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Strong organizational and communication skills.
• Experience managing vendors and purchasing.
• Ability to oversee staff and delegate tasks effectively.
• Experience in project planning and facility management is a strong plus.

Company DescriptionLutheran Settlement House is part of a movement rooted in radical compassion and focused on making lasting, meaningful change in people’s lives and in our community. The voices of our clients guide our work, telling us what supports they need and what needs to change in our city. Our staff shares deeply held values that make us a welcoming, responsive, and reliable safe haven for some of Philadelphia’s most vulnerable populations. We accompany our clients in times of crisis, we are catalysts for building community, and we joyfully celebrate the strength of those we serve.Company DescriptionLutheran Settlement House is part of a movement rooted in radical compassion and focused on making lasting, meaningful change in people’s lives and in our community. The voices of our clients guide our work, telling us what supports they need and what needs to change in our city. Our staff shares deeply held values that make us a welcoming, responsive, and reliable safe haven for some of Philadelphia’s most vulnerable populations. We accompany our clients in times of crisis, we are catalysts for building community, and we joyfully celebrate the strength of those we serve.