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 efficient 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 effectively 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: