Program and Operations Manager

Program and Operations Manager Heating Energy Assistance Team (HEAT), Inc.

Location: Smyrna, Georgia (On-site, Full-time)

Reports to: Executive Director

Status: Full-Time, Exempt

Annual Salary Range: $48,000 - $68,000

Direct Report: Part-Time Intake Coordinator/Administrative Specialist

Heating Energy Assistance Team (HEAT), Inc. is a 501(c)(3) nonprofit founded in 1983 as Georgia’s first statewide fuel fund. For over 40 years, HEAT has partnered with caring citizens, energy companies, state agencies, and community organizations to provide essential energy assistance. Together, we help families across Georgia stay warm, safe, and secure by protecting the health, comfort, and dignity of our most vulnerable communities.

Every Georgian deserves a warm, safe place to call home. By covering the cost of vital utilities, HEAT brings stability and peace of mind to households statewide, offering not just energy, but hope and resilience.

To be considered, applicants must submit both a resume and a cover letter.

The Program and Operations Manager is a pivotal leader responsible for strengthening HEAT’s service delivery, internal systems, and strategic initiatives. This role bridges impact and efficiency by supporting both frontline engagement and back-end operations. Working closely with the Executive Director, staff, and consultants, the manager translates vision into execution, leveraging data, technology, and collaboration to drive measurable outcomes.

• Oversee statewide energy assistance application processing and intake.
• Collect, evaluate, and report program data aligned with strategic goals.
• Build and maintain trusted relationships with community partners, utility providers, and clients.
• Recruit, train, supervise, and evaluate program staff, volunteers, and contractors.
• Develop and maintain program policies, procedures, and operating manuals.
• Design and implement program plans with clear goals, timelines, and outcome-based benchmarks.
• Prepare monthly, quarterly, and annual program reports for internal and external stakeholders.
• Gather client stories to support HEAT’s communications and marketing efforts.

• Manage daily office functions including filing, mail distribution, supply inventory, and equipment maintenance.
• Oversee document workflows, meeting coordination, and organizational calendars.
• Support budgeting, expense tracking, and grant reporting.
• Coordinate vendor relations and seasonal campaigns.
• Partner with the bookkeeper to prepare for audits and annual financial reviews.
• Ensure compliance with licenses, certifications, and annual registrations.
• Manage office technology and liaise with IT vendors.
• Safeguard confidentiality and accuracy of client records and organizational data.
• Anticipate leadership needs, provide proactive support, and manage organizational communications.

• Support donor engagement through acknowledgement letters, newsletters, annual reports, and fundraising appeals.
• Assist with social media, website updates, and digital communications.
• Maintain donor records in both digital and physical formats.
• Contribute to grant writing, donor stewardship, and impact storytelling.
• Assist in planning and executing fundraising events, virtual campaigns, and HEAT’s Annual Meeting.

• Help create a welcoming, organized, and collaborative workspace.
• Coordinate staff appreciation efforts and morale-building activities.
• Provide day-to-day troubleshooting and foster team connectivity.

• Manage office technology and vendor relationships.
• Monitor and optimize software systems (CRMs, scheduling tools, digital intake platforms).
• Train staff and volunteers on system use and troubleshooting.

This description outlines the general scope of responsibilities but is not exhaustive. Additional duties may be assigned to meet organizational needs.

HEAT’s Program and Operations Manager embodies (a):

• Growth-Oriented Mindset – Welcomes feedback, adapts with purpose, and views setbacks as opportunities.
• Strategic Agility – Aligns daily…