Business Operations Specialist

DesignForce; Virginia (MN); Hybrid; USD 65,000 - 95,000; Full time

Benefits offered by this job

Comprehensive medical, dental, and vision

Covered Life Insurance and Long-Term Disability Insurance

Retirement Plan with employer contributions

Paid Time Off starting at 120 hours/year

Flexible Hybrid Schedule

Job summary

A sustainability-focused consulting firm is seeking a Business Operations Specialist to enhance systems connecting sales, project delivery, and strategic growth. This role involves overseeing proposal coordination, pipeline tracking, and reporting processes while ensuring operational consistency across departments. Preferred qualifications include a Bachelor's degree and 3–7 years of relevant experience in an architecture, engineering, or construction environment. The firm offers comprehensive benefits, including medical, retirement plans, and a flexible work schedule.

Qualifications

• 3–7 years of experience in operations, proposal coordination, or project administration.
• Familiarity with project-based financial or backlog reporting tools.
• Ability to manage multiple deadlines in a fast-paced environment.
• Familiarity with CRM systems and project-based financial or backlog reporting tools (Deltek, Ajera, Vantagepoint).
• Strong organizational skills with the ability to manage multiple deadlines in a fast-paced professional services setting.

Responsibilities

• Develop and maintain a centralized proposal tracking process.
• Coordinate internal timelines and intake workflows for proposals.
• Track pipeline and backlog by service and market.
• Track pipeline and backlog by service, market, and team, providing regular summaries to leadership.
• Facilitate win/loss tracking and trend analysis to identify recurring themes and opportunities for improvement.
• Establish structured reporting frameworks for project health, financial risk, and delivery performance.
• Coordinate with accounting and project teams to improve visibility into billing readiness, scope clarity, and authorization status.
• Support contract review and project transitions from win through close-out, ensuring documentation, notifications, and system updates are completed accurately.
• Identify recurring inefficiencies across sales-to-project workflows and develop standardized operating procedures to improve clarity and accountability.
• Partner with leadership to evaluate tools, automations, and system enhancements that reduce duplicative effort and improve data reliability.

Skills

Organizational skills

Process-oriented mindset

Analytical thinking

CRM proficiency

Project administration

Education

Bachelor’s degree in business or related field

Tools

Deltek

Ajera

Vantagepoint

Job description

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Have you been thinking about a career change? We are representing a sustainability-focused consulting firm that supports developers, builders, owners, and institutions through data-driven strategy and technical expertise across the built environment. This firm is deeply collaborative, operationally thoughtful, and committed to continuous improvement. If you are process-oriented, analytical, and energized by creating structure that helps teams grow intentionally, this could be the opportunity for you.

Position Summary

The Business Operations Specialist is responsible for strengthening the systems that connect sales, project delivery, and strategic growth. This individual will oversee proposal coordination, pipeline tracking, project transitions, and reporting processes to ensure visibility, accountability, and operational consistency across departments. The role plays a critical part in enabling sustainable revenue growth by centralizing information and reducing administrative friction for leadership and project teams.

Core Responsibilities Include

• Develop and maintain a centralized proposal and pipeline tracking process, ensuring timely submissions and consistent follow-up on opportunities.
• Establish clear intake workflows for proposals, qualifications, and RFP requests while coordinating internal timelines, reviews, and pricing inputs.
• Maintain CRM accuracy and consistency, including opportunity setup, naming conventions, and real-time status updates.
• Track pipeline and backlog by service, market, and team, providing regular summaries to leadership.
• Facilitate win/loss tracking and trend analysis to identify recurring themes and opportunities for improvement.
• Establish structured reporting frameworks for project health, financial risk, and delivery performance.
• Coordinate with accounting and project teams to improve visibility into billing readiness, scope clarity, and authorization status.
• Support contract review and project transitions from win through close-out, ensuring documentation, notifications, and system updates are completed accurately.
• Identify recurring inefficiencies across sales-to-project workflows and develop standardized operating procedures to improve clarity and accountability.
• Partner with leadership to evaluate tools, automations, and system enhancements that reduce duplicative effort and improve data reliability.

Preferred Qualifications Include

• Bachelor’s degree in business, operations, construction management, marketing, or a related field; equivalent experience will also be considered.
• 3–7 years of experience in operations, proposal coordination, business development support, or project administration within an architecture, engineering, or construction (AEC) environment.
• Experience managing RFP/RFQ responses and coordinating cross-functional proposal efforts.
• Familiarity with CRM systems and project-based financial or backlog reporting tools (Deltek, Ajera, Vantagepoint, or similar platforms preferred).
• Strong organizational skills with the ability to manage multiple deadlines in a fast-paced professional services setting.
• Comfort working directly with senior leadership and cross-departmental teams to improve processes and accountability.

Benefits Include

Our client knows that their people are the heart of their organization. To show their commitment to their people, they offer a comprehensive benefits package curated to ensure that their employees lead happy, healthy, and balanced lives. Benefits include:

• Comprehensive medical, dental, and vision
• Covered Life Insurance and Long-Term Disability Insurance
• Retirement Plan with employer contributions
• Paid Time Off starting at 120 hours/year
• Flexible Hybrid Schedule & fully remote working capabilities for the right candidate

Equal Opportunity Employer

At this firm, differences are not only accepted but valued. They are committed to creating an inclusive environment where individuals are respected, supported, and empowered to contribute fully. Employment decisions are based solely on merit, qualifications, and professional competence. This firm does not discriminate on the basis of race, creed, color, religion, gender, sexual orientation, gender identity or expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy, or related condition (including breastfeeding), or any other basis protected by law.

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