Business Operations Manager

Job Description

Job Description

Klosh Group is an Architecture, Engineering and Construction (AEC) industry leading professional consulting services company operating up and down the west coast. We are a tight-knit group focusing on delivery of excellent project results and outcomes to our clients. We work to maintain the best possible environment for our employees, where people can learn and grow with the company. We provide a collaborative environment where each person feels encouraged to contribute to the processes, decisions, planning and culture. And we believe you are integral to our success!  

Are you personable, detail oriented, highly professional, have excellent written and verbal communication skills, thrive collaborating with a variety of employees across the organization, keeping the leadership team operationally aligned and informed on business operations? We are looking for an adaptable, self-starter requiring minimal oversight who enjoys a dynamic and versatile work environment, continuous learning, and being a thoughtful, driving force in our company’s (and YOUR) continued growth.  

Overview 

We are looking for a highly capable, tech-forward Operations Manager to serve as a central force in keeping the business running smoothly, efficiently, and proactively. This role requires the ability to shift between priorities, manage competing demands, and anticipate needs before they arise. 

You will operate across finance, recruiting, operations, and internal systems, owning critical processes, improving how work gets done, and ensuring nothing falls through the cracks. This is a high-trust, high-responsibility role for someone who thrives in a fast-paced environment and takes pride in being the person others rely on to make things work. 

Equally important: this role carries real influence on the trajectory of the company. You will work across every corner of the business, and the right person will become someone the entire organization leans on to keep things moving forward with clarity and confidence. We need someone with enough curiosity about the business itself that operational decisions are never made in a vacuum, someone who naturally connects the dots between what we do day-to-day and what keeps clients coming back. 

Job Responsibilities 

Operations & Execution 

• Serve as a central coordination point for day-to-day business operations  
• Manage and prioritize a wide range of tasks across leadership, finance, contracts, operations, and internal teams  
• Maintain and manage multiple shared inboxes and communication channels  
• Ensure follow-through on key initiatives, action items, and internal commitments  
• Assist leadership team with drafting and editing communications and facilitating internal meetings  
• Understand the context and business rationale behind leadership priorities, not just the task list, so you can exercise judgment when things shift or compete  
• Serve as a forcing function for follow-through and accountability across the company, from leadership commitments to team-level deliverables  
  

Enterprise Operations & Strategic Support 

• Ensure the right data, operational visibility, and context reaches the right people at the right time so decisions across the company are made with confidence, not guesswork  
• Develop a feel for how the business moves: how projects flow from pursuit to closeout, how client relationships are built and sustained, and what healthy operations look like across a growing firm  
• Support the leadership team in preparing for and following up on client-facing conversations, proposals, and strategic pursuits  
  

Finance, Billing & Administration 

• Own and support billing and invoicing processes with accuracy and timeliness  
• Track and manage the finance and accounting calendar (monthly, quarterly, annual cycles)  
• Coordinate with bookkeeper and external accountant on recurring deliverables  
• Review, track, and manage vendor invoices and ensure timely payment  
• Support contract review and execution for both client and vendor agreements  
• Develop enough financial literacy to flag trends, anomalies, or risks proactively rather than waiting to be asked  
  

Vendor & Contract Management 

• Own development and maintenance of vendor relationships  
• Act as primary point of contact for vendor coordination and issue resolution  
• Manage vendor contracts, renewals, and performance tracking  
• Serve as liaison with external legal counsel as needed 
  
   

Recruiting & People Operations 

• Coordinate recruiting efforts including scheduling, communication, and candidate tracking  
• Support onboarding and offboarding processes in partnership with PEO  
• Assist with payroll and benefits communication and general HR coordination  
• Help maintain a high-quality employee and candidate experience  
• Act as a steward of company culture and help reinforce the values, standards, and expectations that define who Klosh is and how we show up  
  

Data, Reporting & Systems 

• Maintain and improve operational data tracking and reporting (Box, Core, Smartsheets, etc) 
• Ensure accuracy, consistency, and usability of internal systems and tools  
• Act as a power user across systems (CRM, finance tools, project tools, etc.)  
• Identify opportunities to leverage technology to streamline workflows and improve visibility  
  

Process Improvement & Problem Solving 

• Continuously identify and implement process improvements  
• Anticipate operational needs and solve problems before they escalate  
• Build scalable, repeatable systems that improve how the business operates  

IT, Office & Internal Operations 

• Track and manage IT inventory (equipment, licenses, access)  
• Coordinate basic IT logistics and vendor support  
• Maintain office operations and ensure a high-functioning work environment  
• Support internal event planning, offsites, and team activities  
  

Compliance & Record Keeping 

• Maintain company records (digital and physical) for compliance with licensing, insurance, and vendors  
• Support development and maintenance of company policies and procedures  

What Success Looks Like 

• The business runs smoothly without constant oversight or follow-up  
• Priorities are clear and executed effectively across competing demands  
• Financial and operational processes are accurate, timely, and reliable  
• The team feels supported, informed, and unblocked  
• Problems are anticipated and addressed before they impact the business  
• Processes continuously improve over time  
• The company operates with more confidence and independence because the operational backbone is solid and visible  
• You are viewed as a trusted resource across the organization, not just an executor of tasks  
• You make the people around you better at their jobs  

Qualifications 

• 5+ years of operations, administrative, or business support experience in a fast-paced environment  
• Exceptional organizational and prioritization skills with the ability to manage multiple workstreams  
• Strong attention to detail, particularly in financial and operational processes  
• Demonstrated ability to anticipate needs, problem-solve, and act proactively  
• Ability to switch between tasks and contexts quickly without losing effectiveness  
• Excellent interpersonal and communication skills with a high level of professionalism  
• Strong judgment and discretion when handling sensitive or confidential information  
• Experience working with external vendors, partners, or service providers  
• Tech-forward mindset with strong proficiency in Microsoft Office and ability to learn new tools quickly  
• Ability to build strong internal relationships and operate with a high service mindset  
• Genuine curiosity about how things work beyond your own role: you pay attention to what drives client satisfaction, what keeps a project healthy, and how the pieces of the business fit together  
• Poise and presence: you carry yourself well in any room, whether it’s an internal standup or a meeting with a client’s executive team  
• Experience in professional services, AEC, or consulting environments is strongly preferred  
• High EQ: you read rooms well, give direct feedback with care, and earn trust quickly with people at all levels  

Work Environment 

• Hybrid role based in the Portland, OR area 
• Must be within commuting distance of the Portland office (SW Portland) 
• Expected to work in-office on a regular weekly basis, with flexibility to work from home  

Compensation & Benefits 

• Base Salary: $90,000 - $115,000 
• Bonus: Eligible for up to 10% annual performance-based bonus  
• Klosh Group strives to reward their employees’ time and efforts through equitable pay and a competitive compensation and benefits offering.  
• Health Plan: 4 coverage options to ensure the right coverage for you, and if applicable your family  
• Dental and Vision Plan: comprehensive and competitive plan for you, and if applicable your family  
• 401K plan with up to 4% employer match  
• Annual discretionary performance bonus  
• Annual discretionary merit increase  
• Annual discretionary profit sharing  
• Monthly cell phone reimbursement  
• Health Savings Account Program and Health Care Flexible Spending Account options  
• Company paid short-term, long-term, life, workers compensation and AD&D insurance plans  
• Company paid Employee Assistance Program providing access to counseling services, financial planning coaches, attorney consultation and mediation  
• Training and development opportunities to support continuous learning  
• Adoption assistance, mental health resources, and additional employee support programs  

Inclusive Employment 

Klosh Group provides equal employment opportunities to all employees and applicants in all company facilities without regard to race (including hair texture and hairstyles), color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth (or related medical conditions, including but not limited to lactation), physical disability, mental and/or intellectual disability, age, military status, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including but not limited to cancer-related or HIV/AIDS-related), genetic information, or sexual orientation in accordance with applicable federal, state and local laws. 

Apply directly by visiting our website at: -manager

Klosh Group is a construction consulting firm that provides owner’s representation, project, construction, and program management services across multiple markets. Our mission: Deliver successful outcomes based on the values of trust, respect and partnering that stem from the culmination of long lasting relationships.

Company Description

Klosh Group is a construction consulting firm that provides owner’s representation, project, construction, and program management services across multiple markets. Our mission: Deliver successful outcomes based on the values of trust, respect and partnering that stem from the culmination of long lasting relationships.