Job Description
Assistant Operations Manager
The Record Co. - Boston, MA
About The Record Co.
The Record Co. is Boston's nonprofit music workspace providing affordable recording studios and rehearsal spaces to approximately 3,000 musicians monthly, across 131 communities. We run two facilities in Boston and Dorchester.
Position Overview
The Assistant Operations Manager supports the Operations Manager in running smooth daily operations. You'll assist with monthly financial closes, create performance reports, manage staff scheduling and development, and ensure both facilities run efficiently.
Core Responsibilities
Operations & Facility Management
- Run daily operations across both facilities and handle whatever comes up
- Keep facilities clean, organized, and professional-looking with regular walkthroughs
- Supervise the front desk, lobby, and floor activity
- Handle opening/closing procedures, security, and stockroom organization
- Execute cash handling and closing procedures
- Support TRC Academy and other programs
Financial Support & Reporting
- Assist with the monthly operational close process, including cash reconciliation and expense tracking
- Create weekly utilization reports by room type for the Operations Manager (right now studios are at 70-80% but production suites are only at 30%)
- Track operational expenses and flag budget concerns
- Maintain financial documentation for grants and reporting
- Compile data and prepare reports to help the Operations Manager make decisions
Staff Management & Scheduling
- Supervise Studio Support staff and ensure smooth shift coverage
- Create and manage staff schedules, approve PTO and sick time requests
- Handle timekeeping and coordinate payroll submissions
- Conduct performance reviews and address underperformance directly with clear plans
- Run onboarding and training, enforce our operational standards
- Keep communication clear with regular meetings and check-ins
Customer Experience & Revenue Support
- Make sure customers have great experiences, fix problems when they escalate, keep people coming back
- Handle reservations, check-ins, check-outs, payments
- Work with the Operations Manager and Communications Manager on campaigns to fill slow periods
- Support booking drives and retention efforts
- Help test new revenue ideas
Inventory Management & Asset Protection
- Run regular inventory audits of equipment and supplies
- Keep our asset tracking system up to date so we know where everything is
- Implement security protocols to protect our gear
- Investigate and document when equipment gets damaged or goes missing
Systems & Documentation
- Maintain HubSpot CRM, Planyo, Visit, and our financial tools
- Write and update SOPs
- Make sure staff know how to use everything and stay compliant
Minimum Qualifications
- 2-3 years in operational roles focused on smooth operations and staffing
- Experience with financial processes like closes or reconciliation - you don't need to have run them solo, but you should understand how they work
- You've created reports and tracked metrics before
- You've supervised at least 5 staff and handled underperformance directly, not just delegated it
- You can manage schedules, PTO, and coordinate payroll
- Comfortable with data - you can pull numbers together and spot what matters
- Experience with CRM or operational systems
- Clear communicator and solid documentation skills
Working Environment
- Full-time exempt: 5 days/week, around 40-45 hours
- Nights and weekends required - we operate Tuesday-Sunday, 9:30 AM-Midnight
- Fast-paced with responsibility for staff, cash, equipment, and smooth daily operations
- Reports to Operations Manager
Compensation & Benefits
- Annual Salary: $55,000 - $65,000 based on experience
- Health and dental insurance
- 12 days PTO first year
- Professional development opportunities
- Access to TRC facilities for personal projects when available
To Apply
Send your resume and a brief note to Michael@therecordco.org. Tell us about your operational experience - specifically, talk about your experience with financial processes or reporting, give us an example of how you kept operations running smoothly and staff performing well, and explain how you handle accountability. Include links to projects or relevant work if you've got them.
The Record Co. is an equal opportunity employer committed to creating an inclusive environment for all employees.