Business Operations Lead

Concertina Team; United States; Hybrid; USD 110,000 - 170,000; Full time

Benefits offered by this job

Competitive salary with performance‑dr

WFH setup

Job summary

Concertina Team is seeking a Business Operations Lead to own the day-to-day administrative, financial, and operational backbone of a boutique structural engineering and building-consulting firm in the US. You will run recurring operations, maintain reliable data in Unanet, and drive continuous improvements with a founder-led leadership style.

The ideal candidate has 8–10+ years in business operations or finance for a US-based professional-services firm, with hands-on project accounting and US

Qualifications

• 8–10+ years in business operations, administration, or finance operations for a US-based professional-services firm.
• Hands-on project accounting and US bookkeeping experience (AP/AR, client billing, collections).
• Experience with project-based ERP/PSA systems; Unanet strongly preferred; others acceptable with ramp time.
• Strong proficiency with Microsoft 365 and AI-assisted tools for briefs and reporting.

Responsibilities

• Own day-to-day project and general accounting in Unanet: coding, reconciliations, AP/AR, client billing and monthly close.
• Maintain Unanet as the single source of truth for projects, financials, and operational data.
• Produce weekly scorecards and monthly management reports (utilization, realization, margins, AR aging).
• Coordinate payroll and payments to contractors; manage insurance policies in partnership with broker.
• Administer client engagements, NDAs, and related records; ensure deadlines are met.

Skills

Project accounting

US bookkeeping

Unanet

ERP/PSA systems

MS 365

Data reporting

Contract management

Tools

Unanet

Deltek Vantagepoint

BST

Ajera

Microsoft 365

Job description

We are seeking a Business Operations Lead to own the day-to-day administrative, financial and operational backbone of a boutique structural engineering and building-consulting firm. This is a foundational hire and hands-on ownership role—not a task-taking assistant position. You will run recurring business operations accurately and on time, maintain reliable data and reporting in Unanet, close operational loops without prompting, and continually strengthen the systems and SOPs that allow the firm to scale.

The ideal candidate will have 8–10+ years of progressive experience in business operations, administration, or finance operations supporting a US-based professional-services firm, with hands-on project accounting, US bookkeeping expertise, and strong proficiency in a project-based ERP/PSA (Unanet strongly preferred). This role reports directly to the Founder & CEO and requires someone steady, conscientious, highly precise, and energized by order, accuracy, and completion. You will create immediate operational leverage for leadership by taking full ownership of recurring administrative and financial responsibilities.

Job Responsibilities:

• Own day-to-day project and general accounting in Unanet: coding, reconciliations, accounts payable, accounts receivable, client billing, collections, and clean monthly close.
• Maintain complete supporting documentation and resolve discrepancies promptly.
• Maintain Unanet as the single source of truth for projects, financials, and operational data.
• Produce weekly scorecards and monthly management reports covering utilization, realization, project margin, AR aging, recurring-revenue percentage, pipeline, and other agreed metrics.
• Protect data quality and ensure leaders can trust the numbers.
• Manage the administrative lifecycle of general liability, professional liability/errors & omissions, workers' compensation, and auto insurance policies in partnership with the broker.
• Coordinate renewals, certificates of insurance, applications, audits, and claims paperwork so coverage and documentation never lapse.
• Serve as the day-to-day liaison with the firm's US CPA/tax accountant.
• Maintain organized records, schedules, and reconciliations needed for tax filings and financial statements.
• Respond to information requests and ensure agreed deadlines are met.
• Administer client engagement agreements, concierge addenda, NDAs, and related records.
• Track business registrations, Professional Engineer license renewals, regulatory filings, and other compliance deadlines in one controlled calendar with advance reminders and documented completion.
• Manage vendor relationships, software subscriptions, user access, and IT coordination.
• Maintain an accurate vendor and subscription register; control recurring spend; support renewals and offboarding.
• Ensure systems are secure, current, and properly documented.
• Coordinate payroll and payments to contractors and the professional network.
• Support onboarding, offboarding, and basic HR administration.
• Provide disciplined calendar management, inbox triage, meeting follow-up, and executive briefing support.
• Ensure routine matters are handled without unnecessary Founder involvement.
• Document and maintain SOPs for recurring back-office workflows.
• Identify bottlenecks and control gaps; standardize handoffs.
• Improve reporting and administrative processes; track commitments to completion.
• Surface risks early and recommend practical improvements that reduce rework, delays, and founder dependency.
• Coordinate with the Technical Director to ensure contracts, billing, data, reporting and administrative follow-through are complete and accurate.
• Coordinate with external US specialists including CPA, insurance broker, payroll provider, and legal/fractional CFO as needed.
• Create operational leverage for the Founder by taking full ownership of recurring responsibilities and escalating only decisions requiring executive input.

Qualifications:

• Minimum 8–10+ years of progressive experience in business operations, administration, finance operations, or bookkeeping, ideally supporting a US-based professional-services business.
• Hands-on project accounting and US bookkeeping experience, including AP, AR, client billing, collections, bank and balance-sheet reconciliations, and month-end close.
• Strong experience with project-based ERP/PSA systems; Unanet strongly preferred; Deltek Vantagepoint, BST, Ajera, or comparable platform acceptable with ability to ramp quickly.
• Strong working proficiency in Microsoft 365 and comfort using AI-assisted tools for executive briefings, meeting follow-up, and operational reporting.
• Demonstrated ownership of contracts, insurance renewals and COIs, vendor administration, payroll coordination, compliance calendars, and recurring operational deadlines.
• Experience creating management reports, operating scorecards, SOPs, and improving processes across lean or growing organizations.
• Advanced organizational skills and attention to detail with judgment to prioritize independently, identify risk, resolve routine issues, and escalate appropriately.
• Excellent written and spoken English with strong business communication and confidence working directly with US executives, CPAs, brokers, vendors, and other external professionals.
• High integrity and discretion when handling financial, personnel, client, and confidential information.
• High attention to detail, formality, process adherence, and quality control.
• Patient, persistent execution and proactive ownership without reminders or close supervision.
• Clear communication and strong follow-through: escalates risk early, recommends practical solutions, closes loops, and leaves an auditable record.
• Experience in a project-based AEC or professional-services environment is strongly preferred.
• Experience supporting a founder-led business through a shift to documented, systems-driven execution is strongly preferred.
• Familiarity with EOS, accountability charts, or operating scorecards is preferred.
• Experience coordinating distributed teams, offshore resources, or networks of licensed professionals is preferred.

Requirements:

• Updated Resume/CV.
• Ability to work in a fast-paced, dynamic environment.
• Reliable internet connection and personal computer.
• UPS/battery backup to ensure continuity during power interruptions.

Benefits:

• Competitive salary with performance-based incentives.
• WFH set-up.
• Opportunities for career advancement.
• HMO coverage for employee and immediate family members.

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