Office Operations Manager

Our growing client is seeking a highly organized and process-driven bilingual (Spanish) Office Operations Manager to lead and oversee the company’s administrative, financial coordination, and human resources support functions. This role is designed for a growing, engineering-focused organization where establishing structured processes, systems, and compliance are critical. The Office Manager will act as acentral operational leader responsible for implementing, organizing, and enforcing company procedures, while coordinating internal staff and external consultants to ensure scalable and efficient operations. We have 2 office locations - Jacksonville and the Dominican Republic. This is a manager-level role with oversight of a team of approximately 15–20 employees (administratively) and direct influence over company-wide operational processes. We are also growing domestically and internationally. Key Responsibilities Oversee Accounts Payable (AP) and Accounts Receivable (AR) processes, ensuring accuracy, timeliness, and proper controls Coordinate with external accountants/CPAs for financial reporting, monthly close, and tax compliance Provide oversight of bookkeeping activities (not transactional execution), ensuring alignment with company policies Lead the implementation, optimization, and transition of bookkeeping/accounting systems, coordinating with external consultants Monitor invoicing, collections, and cash flow in alignment with project-based billing structures Support leadership with financial tracking, cost control, and reporting Project-Based Billing & Contract Administration Oversee administrative execution of project-based billing models, including: o Master Services Agreements (MSA) o Task Authorization Orders (TAOs) o Not-to-Exceed (NTE) tracking and invoicing Ensure accurate tracking of labor, reimbursables, and milestone billing Coordinate with project managers and accounting consultants to ensure timely and accurate client invoices Implement and maintain billing procedures that align with company contracts and revenue recognition practices. Office Administration & Operations Manage and optimize day-to-day office operations and administrative functions Develop, implement, and maintain Standard Operating Procedures (SOPs) across administrative workflows Maintain company records, contracts, and document control systems Oversee vendor relationships, procurement, and service agreements Ensure efficient internal communication and administrative support structures Human Resources & Compliance Oversee employee onboarding, offboarding, and personnel records management Manage and track employee vacation, PTO, and compensation records Ensure compliance with federal, state, and local employment laws and regulations Administer and coordinate employee benefits programs Support recruiting coordination, interview scheduling, and candidate tracking Serve as a primary internal resource for HR-related matters Lead implementation and enforcement of company policies, including: o Travel and expense policies o Compensation and comp-time policies o Safety and workplace compliance programs Coordinate with external consultants supporting HR, compliance, and policy development Maintain and update the company employee handbook and policy documentation Ensure organization-wide compliance and consistency in policy application Process Development & Organizational Growth Drive the development, structuring, and continuous improvement of the company processes Identify inefficiencies and implement scalable administrative and operational solutions Lead coordination and oversight of consultants engaged in process, HR, and system implementations Establish tracking tools, dashboards, and reporting systems to improve visibility and accountability Support leadership in building a scalable operational infrastructure aligned with company growth Leadership & Coordination Provide administrative leadership across a team of 15–20 employees Act as a central liaison between management, employees, and external service providers Direct and coordinate internal staff (2 direct reports) and consultants involved in administrative and operational functions Promote a culture of accountability, organization, compliance, and continuous improvement Qualifications Bachelor’s degree in Business Administration, Accounting, Human Resources, or related field (preferred) Experience working for an Engineering, Construction, or Subcontractor is highly desirable 5+ years of experience in office management, operations, HR, or financial coordination roles Strong understanding of AP/AR processes, bookkeeping oversight, and financial coordination Experience with project-based billing structures (MSA, TAO, NTE) strongly preferred Familiarity with HR compliance, benefits administration, and employment regulations Proven experience implementing process improvements in a growing organization Experience working with and managing external consultants and systems implementations Proficiency in accounting and business systems (e.g., QuickBooks, ERP, HRIS platforms) Process-oriented with strong attention to detail Leadership and coordination across multiple functional areas Strong organizational and execution capabilities Ability to operate effectively in a fast-paced, growth-oriented environment High level of integrity, discretion, and accountability Proactive problem-solving and decision-making skills Why Joinour Team? Be part of a growing company where you’ll play a key role in building the operational backbone supporting large-scale energy infrastructure projects. We are doubling our revenue this year and will continue to grow year after year. Paid Time Off: 15 days + up to 7 days (Christmas/ New year Holiday Break) Bonus: Up to two months’ salary per year (taxes covered). Performance-based. Distributed three times annually. 401(k) with 4% match (vesting begins after 6 months of employment) Health Insurance: Aetna (60% employer-paid). Eligible after 90 days of employment #J-18808-Ljbffr Highlander Consultants Inc Defunct