Operations Administrator

Description

About Us:

4LEAF, Inc. (4LEAF) 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.

Job Description:

4LEAF is seeking an Operations Administrator to independently manage and evaluate the operational, contractual, financial, staffing, and client-service activities associated with assigned client accounts.

Reporting to the Operations Manager, this position performs office and non-manual work directly related to 4LEAF's general business operations and the business operations of its clients. The Operations Administrator is responsible for analyzing account performance, interpreting contractual requirements, evaluating financial and staffing information, identifying operational risks and opportunities, and making recommendations and decisions that support the successful administration and performance of assigned accounts.

The Operations Administrator serves as a key business-operations resource and exercises discretion and independent judgment in matters involving client accounts, contractual requirements, staffing resources, budgets, billing, account performance, service delivery, and client relationships.

This position operates under general supervision and is expected to independently establish priorities, evaluate competing business considerations, resolve matters within delegated authority, and determine when issues require escalation to management.

The successful candidate will demonstrate 4LEAF's PRAC values: Professional, Responsive, Accountable, and Conscientious.

Responsibilities:

1. Staff Augmentation Management

• Manage the operational and business administration of staff augmentation activities for assigned client accounts.
• Evaluate client staffing requests and determine appropriate staffing and resource recommendations based on contractual requirements, workload, budgets, employee qualifications, availability, and client needs.
• Analyze staffing levels and utilization to determine whether assigned resources remain appropriate for current and anticipated account requirements.
• Evaluate and recommend staffing placements, assignment extensions, replacements, assignment changes, and resource adjustments.
• Coordinate with Recruiting, Human Resources, Operations, Project Management, Business Development, and management regarding staffing requirements and account needs.
• Review employee time entries for assigned accounts and determine whether reported hours are consistent with authorized assignments, contractual requirements, billing requirements, and client expectations.
• Investigate significant or recurring timekeeping discrepancies and determine appropriate corrective action or escalation.
• Evaluate employee resumes, qualifications, certifications, licenses, and project experience to determine whether assigned personnel satisfy applicable client and contractual requirements.
• Monitor staffing commitments and identify staffing gaps, resource constraints, utilization concerns, or other conditions requiring management attention.
• Maintain current staffing records and professional profiles necessary to satisfy client and contractual requirements.

2. Invoicing

• Review and analyze client invoices to determine whether billed services are consistent with applicable contracts, task orders, approved budgets, employee time, staffing assignments, and fee schedules.
• Identify and evaluate billing discrepancies, incorrect rates, missing documentation, unauthorized charges, and other conditions that may affect invoice accuracy.
• Determine appropriate corrective action for billing discrepancies and coordinate necessary corrections with Accounting, Operations, Project Managers, and other appropriate personnel.
• Evaluate client billing questions and disputes and determine appropriate responses based on contractual requirements, supporting documentation, account history, and business considerations.
• Monitor billing activity to determine whether services are invoiced timely and consistently with contractual requirements.
• Review outstanding client balances and identify delayed or disputed payments requiring additional follow-up or management escalation.
• Analyze recurring billing issues and recommend process improvements to increase billing accuracy, timeliness, and financial performance.
• Maintain documentation supporting material billing decisions, invoice corrections, and disputed charges.

3. Account Performance Management

• Evaluate the overall operational and financial performance of assigned client accounts.
• Analyze account budgets, expenditures, revenue, remaining contract capacity, utilization, staffing levels, and billing activity against approved budgets, forecasts, contractual requirements, and client expectations.
• Identify significant financial, contractual, staffing, operational, or service-delivery risks and determine appropriate recommendations or corrective actions.
• Develop forecasts concerning account revenue, staffing requirements, workload, expenditures, and contract capacity.
• Evaluate proposed account changes, staffing adjustments, budget modifications, and contract amendments and communicate their anticipated financial and operational impact to management.
• Develop recommendations to improve account efficiency, financial performance, resource utilization, service delivery, and client satisfaction.
• Prepare account-performance reports and management summaries identifying significant trends, risks, opportunities, and recommended actions.
• Communicate material account risks, budget concerns, contractual issues, service-delivery concerns, and other significant matters to the Operations Manager or appropriate management.
• Identify potential opportunities for contract extensions, renewals, additional services, staffing increases, or other account growth opportunities and track those opportunities within the company's CRM system.
• Work closely with HR, recruitment teams, and client stakeholders to scope and fulfill staff augmentation needs.
• Coordinate on-boarding and off-boarding 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 time-sheets.

Requirements

Qualifications:

• Minimum of 3 years of progressively responsible experience in account administration, operations, professional services, finance, contract administration, staffing, project administration, or a related field.
• Demonstrated ability to independently manage multiple accounts, priorities, deadlines, and business responsibilities.
• Demonstrated ability to analyze financial, contractual, staffing, and operational information and develop sound business recommendations.
• Demonstrated ability to exercise discretion and independent judgment in evaluating alternatives and resolving account-related matters.
• Strong analytical, organizational, and problem-solving skills.
• Strong attention to detail and accuracy.
• Ability to interpret and apply contracts, budgets, fee schedules, policies, procedures, and business requirements.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Strong written and verbal communication skills.
• Ability to communicate effectively with employees, managers, accounting personnel, clients, and leadership.
• Ability to maintain confidential financial, employee, client, and contractual information.

Preferred Qualifications:

• Experience working for a professional services, engineering, consulting, staffing, construction, or municipal services organization.
• Experience with contract administration and task orders.
• Experience with billing, invoicing, accounts receivable, or budget management.
• Experience with staff augmentation or professional staffing.
• Familiarity with timekeeping and payroll systems.
• Experience working with municipal or government clients.
• Experience with CRM, ERP, project management, or accounting systems.

4LEAF anticipates that the salary range for this position will be between $70,304 – 104,400 annually commensurate with experience. Necessary training will be provided based on experience.

Schedule:

• Full-Time, Monday to Friday
• 100% On-Site in Pleasanton, CA

Benefits:

• 401(k)
• 401(k) match
• Dental insurance
• Flexible spending account
• Health insurance
• Employee Assistance Program
• Paid time off
• Vision insurance

For more firm information, please visit

4LEAF, Inc. is an equal opportunity employer.