{"schemaVersion":"jobsearcher.job.v1","id":"beed5091fd51a05f69c8df9d","url":"https://jobsearcher.com/jobs/beed5091fd51a05f69c8df9d","canonicalUrl":"https://jobsearcher.com/jobs/beed5091fd51a05f69c8df9d","title":"Senior Manager, Project Operations & Administration","description":"Who We Are\n\nVEC is a leading construction technology services provider at the forefront of innovation in the construction industry, delivering cutting-edge technology solutions that improve how construction projects are planned, designed, and built. Our mission is to challenge the status quo and reshape the built world so humanity can thrive sustainably.\n\nWe partner with contractors, engineers, and developers/owners across the United States and deploy our team of construction and technology professionals across large, complex projects in sectors including Data Centers, Healthcare, Life Sciences, Technology, Education, Transportation, Aviation, Commercial Office Space, and Public Works.\n\nWe value our VECommunity, continuous improvement, and helping the best build better.\n\nOur Core Values\n\nGoodness: Be ethical and do right by yourself, your teammates, and our partners\nExtreme Ownership: We take responsibility and deliver results\nCuriosity: We continuously seek better solutions\nBetter Together: Collaboration drives stronger outcomes\nBalance: We support sustainable, long-term success for our people\n\nPosition Overview\n\nThis is a hands-on senior role for someone who has carried out this work before: built the process, knew the system, and trained the team. You will improve and build upon our existing system, not just maintain it.\n\nYou will inherit a lean, well-documented process library and a functional team. Your job is not to invent from scratch. It is to take what works, make it better, and rebuild it for a more complex ERP environment we are currently implementing. You will initially manage a team of seven Project Administrators (PA), including three PA Leads, and your team and role will continue to grow based on business needs. You will own billing integrity review, serve as the functional voice from business operations to the integrations engineer, and ensure the new system is built to support our administration and operational workflows.\n\nThis is not a hands-off oversight role. If you have been the person who actually knew the system, trained the team, caught the billing gap, and fixed the workflow, and you are looking for the next environment to do it in, we want to talk!\n\nAt-a-Glance\n\nDepartment: Finance & Administration\nReports To: VP of Finance & Administration\nDirect Reports: 3 PA Leads, 4 Project Administrators (indirect)\nPrimary Work Location: Either at VEC HQ in San Francisco or our East Bay office in Tracy, CA\nEmployment Type: Full-Time Senior Manager; 4 days/week in the office(s), 1 day remote if desired\nExperience: Proven ownership of project administration, billing reconciliation, and staff performance and management (see Required)\n\nKey Responsibilities\n\nBilling Integrity\n\nConduct monthly review of billable fees versus invoiced amounts across the project portfolio\nIdentify and root-cause billing gaps: PA execution issues, missing or incorrect data entry, workflow breakdown, or Project Manager (PM) non-compliance\nDistinguish between what requires training, what requires a process or SOP change, and what requires PM escalation\nReport findings to VP with clear pattern analysis and recommended corrective action\n\nPA Lead Management\n\nDirectly manage three PA leads and hold performance management for all seven team members (3 PA leads + 4 Project Administrators); the leads coordinate daily work and quality but do not hold performance authority\nHold PA leads accountable for data accuracy, workflow compliance, and team output quality\nEnsure leads understand not just how to enter data but why it matters, the downstream billing and revenue consequences of errors or omissions\nServe as the escalation point for issues leads cannot resolve independently\nTrain leads on new ERP processes and ensure they can effectively train their team\n\nProcess Library Ownership\n\nMaintain, organize, and improve the existing SOP library: audit for gaps, outdated content, and process inconsistencies\nUpdate all current processes for the new ERP environment as configuration progresses\nOwn workflow documentation standards across the PA function; all work instructions must be system-specific and actionable\n\nCross-Functional Operations\n\nCommunicate with Project Managers regarding documentation, compliance, and billing requirements\nDocument non-compliance and escalate through appropriate channels (PX leadership) with a clear paper trail\nCoordinate with Accounting on billing and AR-related operational issues\n\nContract & Commercial Administration\n\nOwn intake, organization, and tracking of contracts, POs, and change orders across the project portfolio\nEnsure alignment between contract terms and project setup: billing structure, rates, and scope\nEstablish and maintain processes to track approvals, pending change orders, and contract modifications\nOwn administration of insurance requirements, COIs, and client compliance documents; coordinate with brokers and internal stakeholders\nEnsure all commercial and compliance documentation is complete and properly stored before and during project execution\nDoes not include contract negotiation or interpretation of legal terms, those remain with leadership and counsel\n\nWhat Makes This Opportunity Unique\n\nOur Company, Team, Mission: We challenge the status quo and reshape the way we plan, design, and construct the built world so Humanity can thrive sustainably.\n\nReal Ownership: You own a process library, a team, a system transition, and a billing function that directly impacts revenue realization.\nStable Foundation: Well-documented processes, a functional team, and clear leadership above you; you are improving and building, not rescuing.\nERP Opportunity: Shape how this function operates for years by being the operational voice through a significant system transition.\nVisible Impact: Lean structure means your work is visible and your contributions are direct, no layers between your effort and its outcome.\nClear Scope: You will know exactly what you own and what you don’t, no ambiguity about authority or accountability.\n\nScope Boundaries\n\nThis Role Owns:\nSOP authorship & process library\nBilling integrity review & root cause\nPerformance management of all 7 department staff (3 Leads + 4 PAs); hiring & compensation recommendations\nContract & commercial administration, COI & compliance\nThis Role Does Not Own:\nERP system design decisions (VP-led)\nERP technical configuration (integrations engineer)\nFinal billing approval or client disputes\nFinal PA hiring and compensation approval (held by VP Admin & Finance)\nContract negotiation or client relationship\nERP vendor relationship or IT administration\nHR, payroll, or financial reporting functions\n\nRequired Skills & Qualifications\n\nDemonstrated ownership, not participation, of the operations side of an ERP or major system migration, carried end to end\nDirect functional experience with a complex, project-based AEC/professional-services ERP (Kantata/Mavenlink, Deltek Vantagepoint/Vision, Unanet, Ajera, BST, or equivalent), including project accounting, billing configuration, and revenue recognition\nPersonally owned billing reconciliation in a T&M and/or Fixed Fee environment: found the gap, traced the cause, and changed the process, not just flagged it\nManaged staff with real performance accountability: reviews, performance conversations, and holding people to standards, not task coordination\nBuilt system-specific SOPs and workflows from scratch, tied to actual system screens, fields, and steps, not conceptual process maps\nTrack record of driving compliance without positional authority, influence through documentation and escalation, with a clean paper trail\nStrong written communication; a significant portion of this role's output is documentation that must stand on its own without the author present\nBuilder disposition: plans ahead, takes initiative, methodical, has own views and challenges ideas constructively, high integrity\n\nPreferred Skills & Qualifications\n\nDeeper fluency in AEC Industry project-financial logic: how a professional-services firm bills, recognizes revenue, and structures projects\nExperience in a lean administrative structure where you were simultaneously doing, building, and enforcing, not just delegating all execution to a large team\nBackground in a firm that operates both T&M and Fixed Fee/Lump Sum project types with distinct billing and revenue recognition treatment\nExposure to AI/automation tools (Claude, Cowork, or similar) used to build real workflow efficiencies, a signal of curiosity and workflow instinct\n\nCover Letter Requirement\n\nKeep the cover letter to a one page maximum.\nPlease do not describe your management philosophy, your team’s accomplishments, or your career arc.\nRather, describe one operational problem you inherited or identified in a project-based environment, specifically related to billing, project administration, or system workflow, and what you personally did to fix it. Be precise about what was broken, what you did, and what changed.\nApplications without a substantive cover letter addressing this requirement will not be reviewed.\n\nWork Environment: Hybrid - 4 days/week in the office(s), 1 day remote if desired; either at VEC HQ in San Francisco or our East Bay office in Tracy, CA\n\nCompensation Range: $160,000–$190,000 + benefits\n\nEEO Statement\n\nVEC is an Equal Employment Opportunity Employer. In accordance with federal, state, and San Francisco law, VEC does not discriminate in employment because of race, color, religion, creed, sex, national origin, place of birth, ancestry, age, physical and mental disability, marital status, pregnancy, childbirth, breastfeeding or related condition, medical condition (associated with cancer, a history of cancer, or genetic characteristics), veteran or military status, sexual orientation, gender, gender identity or gender expression, HIV/AIDS status, height, weight, genetic information, or any other characteristic protected by law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.","company":"Vec","rawCompany":"vec","city":"Millbrae","state":"CA","isRemote":false,"isActive":false,"createdAt":"2026-09-03T10:05:11.109Z","occupations":[{"code":"13-1082.00","title":"Project Management Specialists","slug":"project-management-specialists"},{"code":"11-9021.00","title":"Construction Managers","slug":"construction-managers"},{"code":"11-1021.00","title":"General and Operations Managers","slug":"general-and-operations-managers"}],"industries":[{"code":"236220","title":"Commercial and Institutional Building Construction","slug":"commercial-and-institutional-building-construction"},{"code":"237990","title":"Other Heavy and Civil Engineering Construction","slug":"other-heavy-and-civil-engineering-construction"},{"code":"561110","title":"Office Administrative Services","slug":"office-administrative-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Senior Manager, Project Operations & Administration","description":"Who We Are\n\nVEC is a leading construction technology services provider at the forefront of innovation in the construction industry, delivering cutting-edge technology solutions that improve how construction projects are planned, designed, and built. Our mission is to challenge the status quo and reshape the built world so humanity can thrive sustainably.\n\nWe partner with contractors, engineers, and developers/owners across the United States and deploy our team of construction and technology professionals across large, complex projects in sectors including Data Centers, Healthcare, Life Sciences, Technology, Education, Transportation, Aviation, Commercial Office Space, and Public Works.\n\nWe value our VECommunity, continuous improvement, and helping the best build better.\n\nOur Core Values\n\nGoodness: Be ethical and do right by yourself, your teammates, and our partners\nExtreme Ownership: We take responsibility and deliver results\nCuriosity: We continuously seek better solutions\nBetter Together: Collaboration drives stronger outcomes\nBalance: We support sustainable, long-term success for our people\n\nPosition Overview\n\nThis is a hands-on senior role for someone who has carried out this work before: built the process, knew the system, and trained the team. You will improve and build upon our existing system, not just maintain it.\n\nYou will inherit a lean, well-documented process library and a functional team. Your job is not to invent from scratch. It is to take what works, make it better, and rebuild it for a more complex ERP environment we are currently implementing. You will initially manage a team of seven Project Administrators (PA), including three PA Leads, and your team and role will continue to grow based on business needs. You will own billing integrity review, serve as the functional voice from business operations to the integrations engineer, and ensure the new system is built to support our administration and operational workflows.\n\nThis is not a hands-off oversight role. If you have been the person who actually knew the system, trained the team, caught the billing gap, and fixed the workflow, and you are looking for the next environment to do it in, we want to talk!\n\nAt-a-Glance\n\nDepartment: Finance & Administration\nReports To: VP of Finance & Administration\nDirect Reports: 3 PA Leads, 4 Project Administrators (indirect)\nPrimary Work Location: Either at VEC HQ in San Francisco or our East Bay office in Tracy, CA\nEmployment Type: Full-Time Senior Manager; 4 days/week in the office(s), 1 day remote if desired\nExperience: Proven ownership of project administration, billing reconciliation, and staff performance and management (see Required)\n\nKey Responsibilities\n\nBilling Integrity\n\nConduct monthly review of billable fees versus invoiced amounts across the project portfolio\nIdentify and root-cause billing gaps: PA execution issues, missing or incorrect data entry, workflow breakdown, or Project Manager (PM) non-compliance\nDistinguish between what requires training, what requires a process or SOP change, and what requires PM escalation\nReport findings to VP with clear pattern analysis and recommended corrective action\n\nPA Lead Management\n\nDirectly manage three PA leads and hold performance management for all seven team members (3 PA leads + 4 Project Administrators); the leads coordinate daily work and quality but do not hold performance authority\nHold PA leads accountable for data accuracy, workflow compliance, and team output quality\nEnsure leads understand not just how to enter data but why it matters, the downstream billing and revenue consequences of errors or omissions\nServe as the escalation point for issues leads cannot resolve independently\nTrain leads on new ERP processes and ensure they can effectively train their team\n\nProcess Library Ownership\n\nMaintain, organize, and improve the existing SOP library: audit for gaps, outdated content, and process inconsistencies\nUpdate all current processes for the new ERP environment as configuration progresses\nOwn workflow documentation standards across the PA function; all work instructions must be system-specific and actionable\n\nCross-Functional Operations\n\nCommunicate with Project Managers regarding documentation, compliance, and billing requirements\nDocument non-compliance and escalate through appropriate channels (PX leadership) with a clear paper trail\nCoordinate with Accounting on billing and AR-related operational issues\n\nContract & Commercial Administration\n\nOwn intake, organization, and tracking of contracts, POs, and change orders across the project portfolio\nEnsure alignment between contract terms and project setup: billing structure, rates, and scope\nEstablish and maintain processes to track approvals, pending change orders, and contract modifications\nOwn administration of insurance requirements, COIs, and client compliance documents; coordinate with brokers and internal stakeholders\nEnsure all commercial and compliance documentation is complete and properly stored before and during project execution\nDoes not include contract negotiation or interpretation of legal terms, those remain with leadership and counsel\n\nWhat Makes This Opportunity Unique\n\nOur Company, Team, Mission: We challenge the status quo and reshape the way we plan, design, and construct the built world so Humanity can thrive sustainably.\n\nReal Ownership: You own a process library, a team, a system transition, and a billing function that directly impacts revenue realization.\nStable Foundation: Well-documented processes, a functional team, and clear leadership above you; you are improving and building, not rescuing.\nERP Opportunity: Shape how this function operates for years by being the operational voice through a significant system transition.\nVisible Impact: Lean structure means your work is visible and your contributions are direct, no layers between your effort and its outcome.\nClear Scope: You will know exactly what you own and what you don’t, no ambiguity about authority or accountability.\n\nScope Boundaries\n\nThis Role Owns:\nSOP authorship & process library\nBilling integrity review & root cause\nPerformance management of all 7 department staff (3 Leads + 4 PAs); hiring & compensation recommendations\nContract & commercial administration, COI & compliance\nThis Role Does Not Own:\nERP system design decisions (VP-led)\nERP technical configuration (integrations engineer)\nFinal billing approval or client disputes\nFinal PA hiring and compensation approval (held by VP Admin & Finance)\nContract negotiation or client relationship\nERP vendor relationship or IT administration\nHR, payroll, or financial reporting functions\n\nRequired Skills & Qualifications\n\nDemonstrated ownership, not participation, of the operations side of an ERP or major system migration, carried end to end\nDirect functional experience with a complex, project-based AEC/professional-services ERP (Kantata/Mavenlink, Deltek Vantagepoint/Vision, Unanet, Ajera, BST, or equivalent), including project accounting, billing configuration, and revenue recognition\nPersonally owned billing reconciliation in a T&M and/or Fixed Fee environment: found the gap, traced the cause, and changed the process, not just flagged it\nManaged staff with real performance accountability: reviews, performance conversations, and holding people to standards, not task coordination\nBuilt system-specific SOPs and workflows from scratch, tied to actual system screens, fields, and steps, not conceptual process maps\nTrack record of driving compliance without positional authority, influence through documentation and escalation, with a clean paper trail\nStrong written communication; a significant portion of this role's output is documentation that must stand on its own without the author present\nBuilder disposition: plans ahead, takes initiative, methodical, has own views and challenges ideas constructively, high integrity\n\nPreferred Skills & Qualifications\n\nDeeper fluency in AEC Industry project-financial logic: how a professional-services firm bills, recognizes revenue, and structures projects\nExperience in a lean administrative structure where you were simultaneously doing, building, and enforcing, not just delegating all execution to a large team\nBackground in a firm that operates both T&M and Fixed Fee/Lump Sum project types with distinct billing and revenue recognition treatment\nExposure to AI/automation tools (Claude, Cowork, or similar) used to build real workflow efficiencies, a signal of curiosity and workflow instinct\n\nCover Letter Requirement\n\nKeep the cover letter to a one page maximum.\nPlease do not describe your management philosophy, your team’s accomplishments, or your career arc.\nRather, describe one operational problem you inherited or identified in a project-based environment, specifically related to billing, project administration, or system workflow, and what you personally did to fix it. Be precise about what was broken, what you did, and what changed.\nApplications without a substantive cover letter addressing this requirement will not be reviewed.\n\nWork Environment: Hybrid - 4 days/week in the office(s), 1 day remote if desired; either at VEC HQ in San Francisco or our East Bay office in Tracy, CA\n\nCompensation Range: $160,000–$190,000 + benefits\n\nEEO Statement\n\nVEC is an Equal Employment Opportunity Employer. In accordance with federal, state, and San Francisco law, VEC does not discriminate in employment because of race, color, religion, creed, sex, national origin, place of birth, ancestry, age, physical and mental disability, marital status, pregnancy, childbirth, breastfeeding or related condition, medical condition (associated with cancer, a history of cancer, or genetic characteristics), veteran or military status, sexual orientation, gender, gender identity or gender expression, HIV/AIDS status, height, weight, genetic information, or any other characteristic protected by law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.","datePosted":"2026-09-03T10:05:11.109Z","dateModified":"2026-09-03T10:05:11.109Z","hiringOrganization":{"@type":"Organization","name":"Vec","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Millbrae","addressRegion":"CA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"beed5091fd51a05f69c8df9d"},"url":"https://jobsearcher.com/jobs/beed5091fd51a05f69c8df9d"}}