Office Operations Manager

Job Description

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 a

central 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

Accounting Oversight & Financial Coordination

 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

Policies, Procedures & Compliance

 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)

 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)

 Bilingual (English/Spanish)

Key Competencies

 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 Join our 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.

Position Benefits:

• Base Salary: 80K-90K
• Paid-Time-Off: 15 days + Up to 7 days (Christmas/ New year Holiday Break)
• Holidays: 10 Calendar days
• 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