Office Operations Manager (Jacksonville)

Job DescriptionOur 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 establishingstructured processes, systems, and compliance are critical. The Office Manager will act as acentral operational leader responsible for implementing, organizing, and enforcing companyprocedures, while coordinating internal staff and external consultants to ensure scalableand 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 ResponsibilitiesAccounting Oversight & Financial Coordination Oversee Accounts Payable (AP) and Accounts Receivable (AR) processes, ensuringaccuracy, 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), ensuringalignment with company policies Lead the implementation, optimization, and transition of bookkeeping/accountingsystems, coordinating with external consultants Monitor invoicing, collections, and cash flow in alignment with project-based billingstructures Support leadership with financial tracking, cost control, and reportingProject-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 andaccurate client invoices Implement and maintain billing procedures that align with company contracts andrevenue recognition practicesOffice Administration & Operations Manage and optimize day-to-day office operations and administrative functions Develop, implement, and maintain Standard Operating Procedures (SOPs) acrossadministrative workflows Maintain company records, contracts, and document control systems Oversee vendor relationships, procurement, and service agreements Ensure eƯicient internal communication and administrative support structuresHuman 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 mattersPolicies, Procedures & Compliance Lead implementation and enforcement of company policies, including:o Travel and expense policieso Compensation and comp-time policieso Safety and workplace compliance programs Coordinate with external consultants supporting HR, compliance, and policydevelopment Maintain and update the company employee handbook and policy documentation Ensure organization-wide compliance and consistency in policy applicationProcess Development & Organizational Growth Drive the development, structuring, and continuous improvement of the companyprocesses Identify inefficiencies and implement scalable administrative and operationalsolutions Lead coordination and oversight of consultants engaged in process, HR, and systemimplementations Establish tracking tools, dashboards, and reporting systems to improve visibility andaccountability Support leadership in building a scalable operational infrastructure aligned withcompany growthLeadership & Coordination Provide administrative leadership across a team of 15–20 employees Act as a central liaison between management, employees, and external serviceproviders Direct and coordinate internal staff (2 direct reports) and consultants involved in administrative and operational functions Promote a culture of accountability, organization, compliance, and continuousimprovementQualifications Bachelor's degree in Business Administration, Accounting, Human Resources, orrelated field (preferred) 5+ years of experience in office management, operations, HR, or financialcoordination roles Strong understanding of AP/AR processes, bookkeeping oversight, and financialcoordination Experience with project-based billing structures (MSA, TAO, NTE) strongly preferred Familiarity with HR compliance, benefits administration, and employmentregulations Proven experience implementing process improvements in a growing organization Experience working with and managing external consultants and systemsimplementations Proficiency in accounting and business systems (e.g., QuickBooks, ERP, HRISplatforms) 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 eƯectively in a fast-paced, growth-oriented environment High level of integrity, discretion, and accountability Proactive problem-solving and decision-making skillsWhy Join our Team?Be part of a growing company where you'll play a key role in building the operationalbackbone 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-90KPaid-Time-Off: 15 days + Up to 7 days (Christmas/ New year Holiday Break)Holidays: 10 Calendar daysBonus: 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