Business Operations Specialist

Job Description

Term:                Full-time, salaried

Pay:                   $54,000/annual + health insurance, paid time off, and other benefits

Location:          Birmingham, AL

Reports To:        Director, Operations

Organization Description:

Urban Alchemy hires individuals who were once incarcerated and trains them to transform people and places through love and respect. We provide services that heal communities challenged by the intersection of extreme poverty, mental illness, addiction, and homelessness. When individuals are suffering in our public spaces, Urban Alchemy offers solutions. When a neighborhood, street, or intersection earns a reputation as a place to avoid, we turn it around. Urban Alchemy staff, known as Practitioners, create a peaceful and supportive presence, helping our communities rebuild a sense of pride one person at a time. Urban Alchemy is a nonprofit organization founded in 2018. We quickly grew from a small program in San Francisco to a thriving social enterprise with over 1,000 staff. We currently operate in California, Alabama, Colorado, Georgia, New Mexico, and Oregon. Over 95% of Urban Alchemy employees, including leadership, experienced incarceration and/or homelessness. For more information visit our website.

Position Summary:

The Business Operations Specialist keeps Urban Alchemy’s worksites running. This is an operational generalist role spanning procurement, office administration, facilities coordination, vendor management, and cross-departmental communication. The Business Operations Specialist is the primary operational point of contact for their region, working closely with Operations, Contracts, and HR to make sure supplies are stocked, equipment is functioning, office systems are running, and worksite needs are addressed in real time. This role requires someone who handles routine and surprise in equal measure, follows through without being asked, and communicates proactively. Keeping operations running smoothly is part of making that work possible.

Position Duties and Responsibilities:

Position Specific

• Monitor daily operations across assigned worksites and address issues proactively before they escalate
• Procure supplies and equipment for Operations; maintain adequate stock levels and coordinate distribution to worksites
• Monitor budgets and track procurement spending; report regularly to the Director of Operations and recommend cost-effective solutions
• Coordinate internal and external resources; manage vendor relationships and hold vendors accountable to agreed terms and timelines
• Manage all aspects of office and worksite administration, including common areas, correspondence, file systems, supplies, and equipment
• Manage space and infrastructure planning, including workstation changes, office moves, and resource allocation
• Oversee visitor experience; ensure a welcoming and professional environment for guests, staff, and external stakeholders
• Coordinate with Operations, Contracts, and HR to ensure hiring plans meet business needs and contractual obligations
• Build and implement processes that improve operational efficiency; measure outcomes and recommend improvements
• Serve as the primary operational point of contact for the worksite; keep management informed through regular performance reports
• Respond to requests and questions about office and worksite operations with urgency and clear follow-through
• Support the Safety Committee and other cross-departmental initiatives as assigned

General

• Follow all safety procedures and ensure compliance with OSHA, state, local, and Urban Alchemy policies
• Attend orientation and complete all required training mandated by the organization or funders
• Wear designated Urban Alchemy uniform and ID badge at all times
• Perform additional duties as assigned by supervisor

Position Requirements:

Position Specific

• 2+ years of experience in operations, procurement, facilities coordination, or a closely related administrative role
• Demonstrated ability to manage vendor relationships and procurement processes; experience tracking budgets and maintaining accurate inventory records
• Strong organizational skills and attention to detail; able to manage multiple open items simultaneously without losing accuracy or follow-through
• Proficient with office applications, including Google Workspace and Microsoft Office; able to learn new software and systems quickly
• Clear written and verbal communication skills; able to communicate effectively with vendors, staff, and Operations leadership
• Experience developing or improving internal systems, processes, or documentation preferred
• Associate’s degree or equivalent preferred; relevant experience may substitute

Character and Judgment

• You are an owner, not a task-taker. You know what needs to happen, you track it, and you close the loop without being asked. If something is running low, it is your job to catch it before it runs out.
• You move with urgency. A worksite waiting on PPE or a broken copier is not a minor inconvenience. You respond quickly, communicate clearly, and do not let requests sit.
• You hold a high standard for accuracy. Procurement records, budget tracking, and inventory counts have downstream consequences. You check your work.
• You communicate proactively. When a delivery is delayed, a vendor is unresponsive, or a request will take longer than expected, you say so early. Silence is never the answer.
• You are resourceful and solutions-oriented. You do not wait to be told what to do when something is not working. You identify the problem, find a path forward, and loop in leadership when appropriate.
• You are disciplined in following process. Urban Alchemy has built the infrastructure: the workflows, the approval processes, the documentation standards. Your value is in executing them rigorously, not in reinventing them.
• You adapt without losing your footing. Urban Alchemy is a growing organization. New worksites, new contracts, new requirements. You handle change without dropping open items.

General

• Values kindness and respect in all interactions
• Genuinely aligned with the organization’s mission, values, and model
• Compassionate and emotionally resilient when serving individuals experiencing poverty, mental illness, addiction, or homelessness
• Must be able to obtain and maintain background clearance in accordance with Urban Alchemy policy
• Lived experience with incarceration and/or homelessness is valued

Physical Requirements:

• Sitting: 5+ hours
• Standing: 1+ hours
• Walking: 2+ hours
• Bending at waist: 1+ hours
• Lifting: Up to 40 lbs occasionally (supply boxes, equipment)

Work Environment:

• Work is performed in a shelter site with direct, regular exposure to the shelter environment and guests served
• May involve exposure to extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises

In-Office Requirement:

• This position requires full-time in-office presence five days per week
• In-office presence is non-negotiable and is essential to how this role serves Operations

Statement of Non-discrimination:

Urban Alchemy shares a special bond with society’s most vulnerable because we see ourselves in their struggle. When doing our work, we recognize the humanity in those who are struggling and treat them how we once wished others had treated us. People who have been incarcerated, experienced homelessness and/or come from marginalized communities are strongly encouraged to apply because we believe they have unique skills and abilities to engage with people who are struggling. Urban Alchemy provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Urban Alchemy prohibits discrimination and harassment of any type.

How to Apply:

If you have questions, please email [email protected] and indicate the position you are interested in. You can apply for this position by visiting: https://www.paycomonline.net.