Operations Administrator

Job Description

Job Description

Description

The Operations Administrator is a central role responsible for keeping the firm’s business operations running smoothly while providing direct support to firm leadership. This position sits at the intersection of executive support, office operations, and human resources administration — serving as the operational backbone that allows the firm’s engineers, planners, and architects to focus on client work and project delivery.

This is a hands-on role that requires initiative, discretion, and the ability to manage multiple priorities across different functional areas simultaneously. The successful candidate combines strong organizational skills with a collaborative, service-oriented mindset — reliability, professionalism, and a genuine interest in the firm’s success are essential.

Key Responsibilities

• Provide direct administrative support to firm principals and staff, including calendar management and meeting coordination
• Prepare, format, and proofread professional correspondence, reports, proposals, and presentation materials
• Manage incoming communications and maintain organized filing systems for contracts, records, insurance, and corporate files
• Assist with new employee onboarding and offboarding — new-hire paperwork, workstation setup, orientation, and exit documentation
• Manage professional license renewals and continuing-education requirements for licensed engineers and registered architects
• Manage office supplies, equipment, and vendor relationships; coordinate IT and building-maintenance needs with internal managers
• Manage expense reports, credit card reconciliation, firm subscriptions, software licenses, and membership renewals

Requirements

• 3–7+ years in office administration, bookkeeping, or operations support, preferably in a professional services or AEC environment
• Associate’s or bachelor’s degree in business administration, accounting, office management, or a related field
• Strong proficiency with Microsoft Office Suite, including advanced Excel skills for reporting and tracking
• Familiarity with benefits administration, HRIS tools, document management, and cloud-based file storage
• Exceptional organization and attention to detail, with discretion handling sensitive financial and personnel information
• Self-directed and proactive — able to anticipate needs and manage multiple concurrent priorities without direction 
• Excellent written and verbal communication skills — ability to produce clear, professional correspondence, reports, and financial summaries for internal and external audiences. 
• Discretion and confidentiality — this role handles sensitive financial, personnel, and business information. Absolute trustworthiness is non-negotiable. 

Benefits

• Competitive salary
• Flexible work arrangements 
• Medical, dental, vision insurance 
• 401(k) with employer match 
• Generous PTO + paid parental leave 
• Paid overtime 
• Training & development
• Mileage reimbursement 
• Company laptop with remote access