Operations Administrator

Operations Administrator

4LEAF, Inc. is a multi-discipline engineering firm providing services throughout the United States. For over 20 years, 4LEAF has assisted communities in successfully navigating contract services leading to fiscally responsible solutions. As one of the industry's notable providers of planning, building and safety, engineering, construction management, and fire consulting services, 4LEAF has an enviable track record of completing complex projects and staffing assignments with both public and private clients. The dedication of our staff combined with our company culture have consistently allowed us to meet and exceed the needs of our clients.

We are seeking a proactive and highly organized Operations Administrator to support a variety of internal and client-facing initiatives. This role involves coordinating staff augmentation projects, managing CRM systems, and taking ownership of cross-functional tasks as assigned. The ideal candidate will be comfortable wearing multiple hats, managing competing priorities, and collaborating across teams to drive successful outcomes.

Responsibilities

• Work closely with HR, recruitment teams, and client stakeholders to scope and fulfill staff augmentation needs.
• Coordinate onboarding and offboarding processes for contract and temporary staff.
• Track resource allocations, performance, and contract compliance for augmented staff.
• Prepare internal resumes for clients to review.
• Communicate changes in staffing to clients and internal staff as needed.
• Validate invoicing is correct based on scheduling and approved timesheets.

• Serve as the point of contact for CRM system maintenance, updates, and user support.
• Manage user access, data integrity, reporting dashboards, and integrations with other business tools.
• Train internal teams on CRM best practices and workflows to ensure adoption and efficiency.

• Provide project support to leadership and departmental teams as needed.
• Assist in process improvement initiatives and internal operations projects.
• Take ownership of miscellaneous tasks and special assignments aligned with organizational priorities.

Qualifications

• Bachelor's degree in Business Administration, Project Management, Information Systems, or a related field.
• 3+ years of experience in project management or a similar coordination role.
• Experience with staff augmentation, talent management, or working with contingent labor is a strong plus.
• Hands-on experience with CRM platforms (e.g., Salesforce, HubSpot, Zoho) required.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication abilities.
• PMP, Scrum Master, or other project management certifications are a plus.

Preferred Tools & Technologies:

• CRM: Unanet, Salesforce, HubSpot, or similar
• Project Management: Asana, Jira, Trello, or Monday.com
• Communication: Slack, Microsoft Teams, Zoom
• Documentation: Google Workspace, Microsoft Office Suite

Why Join Us?

• Opportunity to work on dynamic, high-impact projects.
• Collaborative and inclusive team culture.
• Exposure to a broad range of business operations and technologies.

Work Schedule: Hybrid Schedule, in Pleasanton, CA Monday to Friday 8am - 5pm

Competitive salary from $70,304 - $85,000 annually depending on experience and skill set.

Benefits: 401(k), 401(k) match, dental insurance, flexible spending account, health insurance, paid time off, vision insurance

4LEAF, Inc. is an equal opportunity employer.