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ops-scope.md

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Enspiral Ops Scope of Work

Enspiral Foundation Limited has contracted Enspiral Ops to provide a range of back office and administrative services. This is a summarised version of the agreed scope of work.

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
  • 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

Manage Contributors

  • Manage contributor enquiries about operations via email & slack
  • Process requests from members to add new contributors
  • Send new contributor welcome email
  • Add new person to online systems
  • Assign contributor buddy
  • 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 6-monthly member re-opt in process
  • Schedule 2-monthly members meetings
  • Add add a remove members from the Members Loomio group 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
  • Reconcile total funds in Cobudget to total collab funding funds in my.enspiral

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