Operations and Organizational Care Team Member

Food Empowerment Project (F.E.P.) Operations & Organizational Care Team Member

Organization: Food Empowerment Project

Location: Remote, U.S.-based (California preferred)

Job Type: Full-Time, Salary, Exempt

Reports To: Core Collective (horizontal leadership structure)

Hours: Monday–Thursday (four days a week, 9 hours a day); some evening and weekend hours, as needed.

Salary: $70,000 USD annually

Benefits: Health care reimbursement for medical, dental, and vision premiums; 3 weeks paid vacation annually (with accrual increases over time); professional development budget

Job Summary

The Operations and Organizational Care Team Member at Food Empowerment Project (F.E.P.) is a pivotal role responsible for maintaining and enhancing the organization’s operational infrastructure. This position combines strategic planning, compliance oversight, and hands-on administration across finance, risk management, and program support to ensure F.E.P.’s mission of advancing food justice for humans, animals, and the environment is realized effectively.

Essential Functions & Responsibilities

Below are the core duties associated with this position. Time spent on each may fluctuate based on organizational needs and seasonal cycles.

Organization Support (25%)

• Coordinate mail and office supply needs, including team mailings.
• Respond to operational inquiries from staff, board, and external partners.
• Facilitate team acknowledgements (e.g., birthday cards, milestone celebrations) and maintain positive staff culture.
• Manage onboarding paperwork and orientations for new team members in the collaboration with the team members.
• Schedule and coordinate team reviews, performance check-ins and Performance Improvement Plans, in collaboration with assessment teams, and track completion of compliance training (e.g., harassment prevention).

Compliance & Registrations (20%)

• Manage all state and federal non-profit registrations and renewals, including annual filings and charitable solicitation registrations.
• Oversee state employment registration and workers’ compensation insurance compliance.
• Ensure adherence to all IRS requirements, manage 1099 issuance, and support sales tax filings where applicable.
• Oversee non-profit liability insurance renewals and serve as liaison with insurance brokers.
• Maintain and update workers’ compensation coverage and manage claims.

Financial Operations (20%)

• Review bank statements and credit card reconciliations; address questions with banking partners.
• Act as point person for accountants and annual audit processes, preparing schedules and supporting documentation.
• Approve vendor payments and reimbursements through Bill.com or equivalent, ensuring timely disbursement.
• Assist with annual budget development and ongoing budget tracking for programs and administrative functions.

Payroll & Benefits Administration (15%)

• Process regular payroll, including troubleshooting in ADP or equivalent payroll platforms.
• Administer benefits programs (e.g., 401(k)), track contributions, and coordinate with benefits providers.
• Ensure accurate time and attendance tracking and reconcile payroll reports with financial records.

Documentation & Standard Operating Procedures (SOPs) (10%)

• Draft, update, and maintain organizational SOPs, handbooks, and process guides.
• Create and manage key spreadsheets, trackers, and shared documentation to streamline workflows.
• Serve as custodian of the Collective Handbook and ensure version control.

Programmatic Assistance (10%)

• Assist with chocolate outreach.
• Assist with miscellaneous programmatic support.

This position description generally describes the principal functions of the position, the level of knowledge and skills typically required, and the general scope of responsibility. It is not intended as a complete list of specific duties and responsibilities and should not be considered an all-inclusive listing of work requirements. The Operations and Organizational Care Team Member will provide support with special projects as needed, in collaboration with other members of the collective.

Qualifications & Competencies

Education & Experience

• Education & Experience: Bachelor’s degree in Business Administration, Non-profit Management, or related field (or equivalent experience).
• 3+ years in operations, administrative management, or a related non-profit role.
• Proficiency with payroll systems (e.g., ADP), Bill.com, QuickBooks, or similar accounting
• Strong Microsoft Office and Google Workspace skills.

Core Competencies

• Excellent organizational, communication, and interpersonal skills.
• Demonstrated ability to manage multiple priorities under tight deadlines.
• Familiarity with non-profit compliance, audit preparation, and risk management.
• Commitment to F.E.P .’s mission, with sensitivity to social justice and vegan ethics.

Working Conditions

• Remote and occasional travel for in-person work.
• Typical office environment with light physical activity (e.g., handling supplies).
• Ability to sit for extended periods of time in front of a desktop or laptop computer.
• Some early-morning, evening, or weekend availability may be required for events or program support.