Ops Scope
Enspiral Foundation Limited via the Board has contracted the Ops team to provide a range of back office and administrative services. This is a summarised version of the agreed scope of work.
The Ops team were a pod within Enspiral Services Ltd but in March 2017 setup as an independent company. They were originally founded by Malcolm Shearer and Phill Coxon in July 2015 to take on the admin work of Tracey in Enspiral Services Ltd and Phill in Enspiral Foundation Ltd. The current team, all based in Wellington:
Malcolm Colman-Shearer
Charley Davenport
Rupert Snook
Andre Robertson-Bate
Banking and Xero - Financial Admin
Process invoices and bills and keep bank accounts reconciled to Xero
Update accounts on the my.enspiral backend system, and regularly reconcile
Make payments for monthly fixed costs
Pay out Cobudget buckets after the Bucket Payout form is filled in.
Chase any overdue invoices
Work with the accountants and make sure the monthly financial report is published to members
Keep an accurate record of how much we have in all Foundation accounts
General Inquiries
Respond to emails coming to [email protected] (website contact address) and [email protected]
If someone doesn't know who to talk to at Enspiral, point them in the right direction
Ops can also be contacted via the Slack channel #ops_chat
Manage Contributors
Manage contributor enquiries about operations via email, slack and Google forms.
Process requests from members to add new contributors
Send new contributor welcome email
Add new person to online systems
Keep list of contributors up to date
Manage contributor re-opt-in and financial contribution process (at three months, and annually thereafter), including removing contributors who opt out
Manage Tools
Serve as SaaS admin for all Foundation platforms
Reconcile list of users for all tools with master list of contributors
Manage Membership
Run annual member re-opt-in process and check in with members on hiatus
Work with the Member meeting crew to schedule 2-monthly members meetings
Add and remove members from the Members Loomio and Slack groups as needed
Manage issue and forfeiture of member shares in the Foundation
Company Support
Compliance paperwork for AGM and Shareholder meetings
Manage Enspiral Foundation Ltd on the Companies website and CompanyBox
Maintain a shareholders register
Manage document signing for shareholder resolutions
Collaborative Funding
Ensure all contributors are added to Cobudget
Distribute funds in Cobudget according to contributions
Update buckets when paid out
Role Optimisation
Manage and prioritise a roadmap of identified and suggested improvements to Foundation processes
Make improvements within scoped budget to provide increased value to Enspiral Foundation
Reporting back on improvements periodically
Update the FAQ, help, and onboarding documentation when possible
