Assistant Office Operation Manager (CM)

Assistant Office Operations Manager

Dabri is seeking a hands-on, organized, and dependable Assistant Office Operations Manager to support the day-to-day operations of the company and its project teams. This is a multifunctional position involving office administration, accounting and billing support, HR and recruiting, business development/RFP support, and technical/project administration. The position will primarily work from Dabri's San Francisco office while supporting company offices and project operations in Oakland, San Jose, Los Angeles, and other California locations.

The successful candidate must be a team player who is willing to help wherever needed. This position is not limited to HR, accounting, recruiting, or any single function. The individual must be comfortable performing both higher-level administrative/business support and routine tasks such as data entry, document preparation, scanning, filing, spreadsheet updates, and document organization when required.

Key Responsibilities

• Lead project invoicing, billing, accounts payable/receivable, timesheets, and expense reports.
• Support QuickBooks and project billing entries.
• Track outstanding invoices and follow up as needed.
• Coordinate with project managers to collect billing information and supporting documentation.
• Maintain accurate financial and administrative records.
• Recruiting, job postings, resume screening, interview scheduling, and onboarding.
• Maintain employee records, HR documents, PTO records, and benefits information.
• Assist with employment documentation and routine HR administration.
• Maintain confidentiality of employee and company information.
• Monitor and organize RFPs, RFQs, and business opportunities.
• Assist with proposals, SOQs, resumes, forms, and submission requirements.
• Prepare proposal checklists and track deadlines and required deliverables.
• Coordinate with management, project managers, and consultants to obtain information.
• Maintain company resumes, project descriptions, certifications, qualifications, and marketing materials.
• Assist with pre-proposal meetings and other business development activities.
• Occasional travel to client offices, meetings, and pre-proposal meetings throughout California may be required.
• Provide administrative and technical support to project managers and company leadership.
• Prepare and update Excel spreadsheets, reports, trackers, schedules, and project documents.
• Assist with document control and electronic project/company files.
• Support cost tracking, reporting, proposal documentation, and project administration.
• Work with Microsoft Office, SharePoint, PDF/document management systems, and project management software.
• Learn and support construction and project management systems as needed.
• Support the day-to-day operation of the San Francisco office.
• Coordinate administrative needs for Oakland, San Jose, Los Angeles, and other project locations.
• Assist with office supplies, vendors, facilities, equipment, and administrative services.
• Maintain organized company records and administrative procedures.
• Follow up with employees and project staff for required information, timesheets, documents, and other deliverables.
• Work collaboratively with all company teams and provide support wherever needed.
• Be willing to perform routine administrative work, including data entry, filing, scanning, copying, document preparation, spreadsheet updates, and records maintenance.
• Provide backup support to accounting, HR, business development, project management, and other functions.
• Take on additional assignments and time-sensitive tasks as directed by management.
• Maintain a positive, cooperative, and professional attitude.
• Take ownership of assignments and follow through to completion.
• Understand that responsibilities may change based on company and project needs.

Qualifications

• 57+ years of experience in office administration, business operations, accounting support, HR/recruiting, project administration in construction management, engineering, architecture, consulting, or professional services firm
• Degree in business, construction management, engineering, accounting or architecture
• Experience with a construction management, engineering, architecture, consulting, or professional services firm is highly desirable.
• Strong working knowledge of Windows, Microsoft Word, Excel, Outlook, and PowerPoint.
• QuickBooks or similar accounting software experience preferred.
• Experience with SharePoint, PDF/document management, or project management software is a plus.
• Strong organization, communication, time management, and follow-through skills.
• Ability to manage multiple priorities and meet deadlines with limited supervision.
• Strong attention to detail and ability to maintain accurate records.
• Comfortable learning new software and technology.
• Demonstrated ability to work as a team player and support coworkers across different functions.
• Willingness to perform both professional and routine administrative tasks when needed.
• Public agency, construction, RFP/proposal, contract, or project controls experience is a plus.
• Ability to travel occasionally for meetings and business development activities.

Ideal Candidate

The ideal candidate is a well-rounded business professional who is organized, proactive, dependable, technology-oriented, and willing to learn. We are looking for someone who can manage multiple responsibilities, communicate professionally, work independently, and pitch in wherever the team needs support. If you are interested in working in dynamic and challenging environments, submit your resume with your expected salary and three references.

Benefits

• Medical, dental, and vision benefits
• 401(k) retirement plan
• Paid time off (PTO)
• Paid holidays
• Professional development and growth opportunities
• Opportunity to work on major public infrastructure and construction programs
• Salary: $50,000$70,000 per year, depending on qualifications and experience

Equal Employment Opportunity

Dabri, Inc. is an Equal Opportunity Employer. We value a professional, respectful, and collaborative workplace.