Destin Charity Wine Auction Foundation
Job Description
Title: Operations Manager
Reports to: President
Employee grade: Full-time, Exempt
Level: Memberof Leadership Team, Non-supervisory
Office Management& Foundation Administration
- Serve as primary contact to answer phones, get mail, purchase office supplies, greet visitors, manage general correspondence and inquires, staff office. Maintain electronic and physical files. Handle mailing and shipping needs.
- Support Board of Directors by scheduling monthly meeting locations, sending notifications, managing RSVPs, managing phone conferencing, distributing meeting agendas and financial reports to Board Members, taking and typing meeting minutes - especially capturing all motions accurately. Attend committee meetings and provide updates as desired by committee Chairs; specifically Sponsorship, Procurement & Finance. Maintain and update Board & Trustee contact lists and Committee assignments. Record feedback at annual Strategic Planning Session.
- Handle insurance applications/initiate coverage renewals, corporate filing, updates to bank signature card, ordering checks, etc. Provide schedule and details of specific events for liability coverage; obtain certificates of insurance for event venues if needed. Requisition/manage services with vendors such as phone/internet, utilities and landlord. Monitor/manage lease, contract and software renewals.
- Maintain list of charities with contact info requesting to apply to be beneficiaries.
- Plan and coordinate mailings, create and update mailing lists DCWAF events. Maintain email database and lists and update these lists as necessary.
- Process credit card (and other) purchase transactions for event ticket and patron package sales, etc. Create and send confirmations via e-mail or at the patron’s request.
- Maintain paperwork and payable/receivable files for contract accountant, and provide records including invoices, Personal Expense reports, Credit Card receipts and summaries, and all other pertinent accounting information needed for contracted bookkeeper and accountant to properly maintain financial records for the Foundation.
- Maintain office supply budget and process orders for all office supplies including administrative supplies, ink, paper, etc. as well as items needed for staff kitchen and restrooms.
- Maintain a clean office environment - this is a joint responsibility between OM and all other DCWAF staff and on-site contractors.
Auction Administration & Process Management
Note: Where applicable manyof these duties apply to Taste of the Beach silent auction management as well.
- Patron Packages & Dinners
- Accurately maintain Patron Package reservations spreadsheet and database by dinner for Annual Auction and provide weekly updates to Event Manager and President or as needed. Provide patrons with purchase receipt and track any designation of funds. Coordinate reservation information for all events with Events Manager, including transportation needs, conference services, celebrity travel, etc.
- Database Management & Relationship with Auction Software
- Utilize Auction Software software to integrate auction item/lot details with event attendee/bidder information and generate basis for auction catalog and support documents needed for auction (i.e. Bid sheets, live runner sheets, lot sign out sheets, guest lists, seating chart). Schedule auction services with Auction Software software including ordering credit card terminals and contract for on-site consultant as needed for auction events.
- Auction Procurement
- Act as staff liaison to Procurement Committee and work alongside Committee Chair by attending meetings, taking notes, and running reports as needed. Assist committee in procuring items and lots for silent, almost live and live auctions. Work directly with charity procurement representatives to ensure their active participation in auction procurement. Hold meetings with reps in advance of auction. Send updates and send regular updates on procurement progress to all necessary parties. Report on charities’ participation and number of items procured. Communicate with vintners and donors as to timely receipt of donated items.
- Auction Catalog & Addendum
- Assist in writing auction lot descriptions as assigned by supervisor using all information tracked in Auction Software via procurement responsibilities. Provide information to copy writer / graphic designer regarding description of auction lots and items. Track changes for catalog addendum and provide needed information to appropriate parties.
- Auction Logistics
- Manage and organize inventory of physical items for auction lots, including transfer process to event venue. Assume primary responsibility for maintaining auction lots throughout pre to post auction timeline. Plan orderly set-up of live auction lot display, almost live auction lot display, and silent auction lot display. Organize/generate signage and certificates needed for each lot. Create system for winning bidders to pick-up Live & Silent lots; organizing physical items and certificates by lot.
- Volunteer Training & Management
- Establish work flow processes for key auction areas: check-in (in conjunction with Events Manager, Key Volunteers and Auction Software consultant), check-out, item pick-up. Coordinate with other DCWAF staff the planning for live auction recording and live auction runners. Train volunteers in specifics of these areas in conjunction with Events Manager.
- Auction Reporting
- Audit auction video, software and other results to ensure accurate distribution, follow-up and other specifics as they relate to actual purchases made during the auction. Follow-up with necessary parties regarding “leftover” items and ensure their delivery or pick-up in a timely manner. Handle any financial disputes and resolve post-auction “splitting” of lots. Process Auction Software transactions, and if needed, in-house charges and transactions. Reconcile auction results with Foundation financials. Prepare breakdown of auction results for analysis by President, Event Manager, and other parties as needed.
- Patron & Donor Acknowledgement
- Issue donation receipts with a thank you to donors via e-mail. Ensure that all patrons receive receipts for purchases including patron package sales.
- Concierge Services
- Work with winning bidders and donors to schedule travel/stays/dinners and other components of trip-based lots on as-needed basis. Connect winning bidders with donors to work together directly when possible. Maintain trip-report spreadsheet with details of each lot and its current status.
- Additional Responsibilities
- Work with finance committee, President, and Treasurer to forecast and report end of fiscal year revenue, expenses and cash position to establish available funds to distribute to beneficiary charities. Track and report directed funds to charities from various sources throughout the year. Work with Treasurer and Finance Committee to prepare annual budget, providing information at a detail level in terms of actuals. Input final approved budget into QuickBooks.
- Ancillary & (non-auction) Event Support Duties:
· Attend/staff DCWAF events, Happy Hours, andTaste of The Beach events (as able). Provide direct support for and manage check-in function, working withEvents Manager to establish processes and as needed, volunteers, to executeevents.
· During larger events, ensure that attendees arewrist-banded and IDs have been checked.
· Conduct walk-up ticket sales/cash handling atDCWAF events as needed. Assist EventsCoordinator with clean-up/storage of DCWAF items post-event.
· Manage data tabulation process for Taste of TheBeach Wine Judging; provide data entry support for same to Sandestin WineFestival Judging.
· These duties and responsibilities may alter without notice and may not represent allrequirements of this position.
Benefits:
- Mileage reimbursement for business related travel
- Up to $150 dollars a month health insurance reimbursement (with proof of creditable health insurance coverage)
To Apply:
Email Resume to Lauren Magli: lauren@dcwaf.org by Sept. 5th or earlier.Note: Interviewing will begin immediately. Questions welcome also welcome!
Target Employee Start Date: Sept. 9th, but is subject to change.