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 eUicient 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 eUectively 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
