Positively Partners · 1 month ago
Reach Out & Read National Books Operations Manager
United States
Full-time
Remote
Mid Level
$68K/yr - $73K/yr
3+ years expPositively Partners is seeking a detail-oriented National Books Operations Manager for Reach Out and Read, a nonprofit organization focused on improving literacy among young children. The role involves managing the book order process, ensuring timely delivery to clinics, and reconciling invoices to maintain accurate financial records.
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Responsibilities
Place and process book orders on approved vendor websites for Reach Out and Read National programs, affiliate sites receiving National funding, and new geography affiliates—following detailed direction from your manager
Own the full order-to-delivery cycle: Monitor vendor order confirmations, track shipments from warehouse to destination, pull delivery/tracking information from vendor emails, and forward that information to clinic sites on time so they know when books are arriving
Manage high volume efficiently: Handle fluctuating order volumes across seasons while maintaining regular coordination with vendors and internal stakeholders via email and direct communication
Monitor inventory and vendor relationships: Ensure vendor inventory is sufficient to cover planned orders; flag shortages and coordinate with vendors as needed. Be prepared to attend vendor meetings as a key member of the Books Team
Manage the Books Team email account: Monitor for vendor communications, shipping notifications, and delivery confirmations; distribute information to the right people so nothing falls through the cracks
Support grant-funded orders: When directed by your manager, coordinate book orders tied to specific grant deliverables, ensuring quantities and timing align with grant requirements
Reconcile invoices monthly: Pull incoming invoices from the books team email, match them against purchase orders in our master Excel sheet, and ensure every dollar is accounted for
Flag and investigate variances: When invoices don't match orders or quantities don't align, investigate, report findings to stakeholders, and follow up with order requestors to resolve discrepancies and ensure grant deliverables are met
Maintain accurate records: Update and manage our year-to-date master Excel sheet with all book orders and purchase orders, ensuring data integrity and easy reference
Post monthly reports to finance: Compile reconciliation totals and submit to the finance department so leadership has visibility into spending and commitments
Assist in implementing, updating, and creating book processing documentation; look for opportunities to streamline workflows within the Books Team
Support additional projects and activities as requested by the National Senior Director of Books Strategy and Partnerships
Qualification
Required
At least 3 years of order processing, procurement, or purchasing experience in any industry (books/publishing, warehouse, or supply chain backgrounds preferred but not required)
Advanced MS Excel proficiency - formulas, functions, VLOOKUP, pivot tables, data tables; comfortable inheriting and troubleshooting complex existing spreadsheets
Meticulous attention to detail with a natural drive to spot errors and make numbers match; questions discrepancies until resolved
Solution-oriented, proactive mindset where you see problems and immediately think through solutions
Strong communication skills (written and verbal) to coordinate clearly with vendors, internal colleagues, affiliate staff, and leadership
Logical thinker who can analyze problems, communicate findings, and propose options
Positive attitude and can-do energy where you bring optimism to fast-paced, high-volume work and adapt flexibly when priorities shift
Comfortable being the sole person managing this function, owning your work, and independently problem-solving with minimal oversight
Commitment to Reach Out and Read's mission of serving children from marginalized backgrounds; ability to work collaboratively in a creative, mission-driven environment
Preferred
Experience with vendor management, invoice reconciliation, or similar back-office operations is a plus
Benefits
Medical, dental, and vision insurance
A 401(k) retirement plan with match
Paid time off
And more
Company
Positively Partners
Positively Partners is a social enterprise that helps schools and nonprofit organizations achieve exceptional performance.
11-50 employees
H1B Sponsorship
Positively Partners has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
2022 (1)
Funding
Current Stage
Early StageCompany data provided by crunchbase