Office & Business Operations Manager
Prestigecm
A complete application in a minute — tailored resume and cover letter, ready to send.
Benefits offered by this job
Job summary
Prestige CM is seeking a hands-on Office & Business Operations Manager to support day-to-day operations and project teams in a fast-paced environment. Responsibilities span accounting, HR, business development, and project administration, with an emphasis on data entry, documentation, and coordination across functions.
The role requires organizational skills, reliability, and a team-oriented mindset, with occasional travel for client meetings and pre-proposal activities.
Qualifications
- 3–5+ years of experience in office administration, business operations, accounting support, HR/recruiting, project administration, or a related field.
- Experience with construction management, engineering, architecture, or professional services firms is highly desirable.
- Strong working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.
- QuickBooks or similar accounting software experience preferred.
- Experience with SharePoint, PDF/document management, or project management software is a plus.
- Strong organizational, communication, time-management, and follow-through skills.
- Ability to manage multiple priorities and meet deadlines with limited supervision.
- Strong attention to detail and ability to maintain accurate records.
- Comfortable learning new software and technology.
- Demonstrated ability to work as a team player and support coworkers across different functions.
- Willingness to perform both professional and routine administrative tasks when needed.
- Experience with public agencies, construction projects, RFPs/proposals, contracts, project controls, or project administration is a plus.
- Ability to travel occasionally for meetings and business development activities.
Responsibilities
- Accounting & Billing Support: Assist with invoicing, project billing, accounts payable/receivable, timesheets, and expense reports.
- Accounting & Billing Support: Support QuickBooks or other accounting systems.
- Accounting & Billing Support: Track outstanding invoices and follow up as needed.
- Accounting & Billing Support: Coordinate with project managers to obtain billing information and supporting documentation.
- Accounting & Billing Support: Maintain accurate financial and administrative records.
- HR & Recruiting Support: Assist with recruiting, job postings, resume screening, interview scheduling, and onboarding.
- HR & Recruiting Support: Maintain employee records, HR documents, PTO records, and benefits information.
- HR & Recruiting Support: Assist with employment documentation and routine HR administration.
- HR & Recruiting Support: Maintain confidentiality of employee and company information.
- Business Development & RFP/Proposal Support: Monitor and organize RFPs, RFQs, and other business opportunities.
- Business Development & RFP/Proposal Support: Assist with proposals, SOQs, resumes, forms, and submission requirements.
- Business Development & RFP/Proposal Support: Prepare proposal checklists and track deadlines.
- Business Development & RFP/Proposal Support: Coordinate with management, project managers, and consultants to collect required information.
- Business Development & RFP/Proposal Support: Maintain company resumes, project descriptions, qualifications, certifications, and marketing materials.
- Business Development & RFP/Proposal Support: Assist with proposal production, formatting, quality control, and electronic submissions.
- Business Development & RFP/Proposal Support: Support pre-proposal meetings and other business development activities.
- Business Development & RFP/Proposal Support: Occasional travel for client meetings, pre-proposal meetings, and business development activities may be required.
- Technical & Project Administration: Provide administrative and technical support to project managers and company leadership.
- Technical & Project Administration: Prepare and maintain Excel spreadsheets, reports, trackers, schedules, and project documents.
- Technical & Project Administration: Assist with document control and electronic project files.
- Technical & Project Administration: Support project cost tracking, reporting, procurement documentation, and contract administration.
- Technical & Project Administration: Assist with construction management and project documentation as directed.
- Technical & Project Administration: Work with Microsoft Office, SharePoint, PDF/document management systems, and project management software.
- Technical & Project Administration: Learn and support construction and project management systems as needed.
- Office & Business Operations: Support day-to-day office administration and business operations.
- Office & Business Operations: Coordinate office supplies, vendors, facilities, equipment, and administrative services.
- Office & Business Operations: Maintain organized company records and procedures.
- Office & Business Operations: Follow up with employees and project staff for timesheets, documents, certifications, and other required information.
- Office & Business Operations: Assist management with special assignments and company initiatives.
- Teamwork & General Administrative Support: Work collaboratively with all company teams and provide support wherever needed.
- Teamwork & General Administrative Support: Be willing to perform routine administrative tasks, including data entry, filing, scanning, copying, document preparation, spreadsheet updates, and records maintenance.
- Teamwork & General Administrative Support: Provide backup support to accounting, HR, business development, project management, and other functions.
- Teamwork & General Administrative Support: Take on additional assignments and time-sensitive tasks as directed by management.
- Teamwork & General Administrative Support: Maintain a positive, cooperative, and professional attitude.
- Teamwork & General Administrative Support: Take ownership of assignments and follow through to completion.
- Teamwork & General Administrative Support: Understand that responsibilities may change based on company and project needs.
Tools
Job description
Office & Business Operations Manager
Company: Prestige CM
Location: San Francisco, CA
Employment Type: Full-Time, In-Person (8:00 AM - 5:00 PM)
Salary: $50,000–$80,000 per year, depending on qualifications and experience
Prestige CM provides comprehensive design, project, and construction management services for public infrastructure projects. The company supports clients throughout the project lifecycle, from early planning and design through procurement, construction, and final delivery.
Prestige CM provides services including project management, design management, permitting and approvals, procurement and bidding, contract administration, construction management, and owner representation. Its work includes water systems, power infrastructure, streets and roadways, treatment plants, healthcare facilities, educational campuses, and recreational developments.
Prestige CM is seeking a hands-on, organized, dependable, and team-oriented Office & Business Operations Manager to support the company's day-to-day business operations and project teams. This is a multifunctional position involving accounting and billing support, HR and recruiting, business development and RFP/proposal support, technical/project administration, and general office operations. The successful candidate must be willing to support all areas of the company. This position is not limited to HR, accounting, recruiting, or any single function. The individual must be comfortable performing both professional administrative/business responsibilities and routine tasks such as data entry, document preparation, scanning, filing, spreadsheet updates, document control, and records maintenance when needed.
- Assist with invoicing, project billing, accounts payable/receivable, timesheets, and expense reports.
- Support QuickBooks or other accounting systems.
- Track outstanding invoices and follow up as needed.
- Coordinate with project managers to obtain billing information and supporting documentation.
- Maintain accurate financial and administrative records.
- Assist with recruiting, job postings, resume screening, interview scheduling, and onboarding.
- Maintain employee records, HR documents, PTO records, and benefits information.
- Assist with employment documentation and routine HR administration.
- Maintain confidentiality of employee and company information.
- Monitor and organize RFPs, RFQs, and other business opportunities.
- Assist with proposals, SOQs, resumes, forms, and submission requirements.
- Prepare proposal checklists and track deadlines.
- Coordinate with management, project managers, and consultants to collect required information.
- Maintain company resumes, project descriptions, qualifications, certifications, and marketing materials.
- Assist with proposal production, formatting, quality control, and electronic submissions.
- Support pre-proposal meetings and other business development activities.
- Occasional travel for client meetings, pre-proposal meetings, and business development activities may be required.
- Provide administrative and technical support to project managers and company leadership.
- Prepare and maintain Excel spreadsheets, reports, trackers, schedules, and project documents.
- Assist with document control and electronic project files.
- Support project cost tracking, reporting, procurement documentation, and contract administration.
- Assist with construction management and project documentation as directed.
- Work with Microsoft Office, SharePoint, PDF/document management systems, and project management software.
- Learn and support construction and project management systems as needed.
- Support day-to-day office administration and business operations.
- Coordinate office supplies, vendors, facilities, equipment, and administrative services.
- Maintain organized company records and procedures.
- Follow up with employees and project staff for timesheets, documents, certifications, and other required information.
- Assist management with special assignments and company initiatives.
- Work collaboratively with all company teams and provide support wherever needed.
- Be willing to perform routine administrative tasks, including data entry, filing, scanning, copying, document preparation, spreadsheet updates, and records maintenance.
- Provide backup support to accounting, HR, business development, project management, and other functions.
- Take on additional assignments and time-sensitive tasks as directed by management.
- Maintain a positive, cooperative, and professional attitude.
- Take ownership of assignments and follow through to completion.
- Understand that responsibilities may change based on company and project needs.
- 3–5+ years of experience in office administration, business operations, accounting support, HR/recruiting, project administration, or a related field.
- Experience with a construction management, engineering, architecture, consulting, or professional services firm is highly desirable.
- Strong working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.
- QuickBooks or similar accounting software experience preferred.
- Experience with SharePoint, PDF/document management, or project management software is a plus.
- Strong organizational, communication, time-management, and follow-through skills.
- Ability to manage multiple priorities and meet deadlines with limited supervision.
- Strong attention to detail and ability to maintain accurate records.
- Comfortable learning new software and technology.
- Demonstrated ability to work as a team player and support coworkers across different functions.
- Willingness to perform both professional and routine administrative tasks when needed.
- Experience with public agencies, construction projects, RFPs/proposals, contracts, project controls, or project administration is a plus.
- Ability to travel occasionally for meetings and business development activities.
The ideal candidate is a well-rounded business professional who is organized, proactive, dependable, technology-oriented, and willing to learn.
The successful candidate will be comfortable wearing multiple hats, working with project and administrative staff, handling confidential information, following up on deadlines, and pitching in wherever the team needs support. A positive attitude, strong work ethic, attention to detail, and willingness to take responsibility are essential.
- Medical, dental, and vision benefits
- 401(k) retirement plan
- Paid time off (PTO)
- Paid holidays
- Professional development and growth opportunities
- Opportunity to work on major public infrastructure and construction management projects
Prestige CM is an Equal Opportunity Employer. We value a professional, respectful, and collaborative workplace.
'/%3e%3cpath%20d='M101.744%2012.4726L102.894%2016.1947L99.0021%2013.2201L101.744%2012.4726ZM105.3%208.40937H100.488L99.0026%203.59473L97.5116%208.41047L92.7%208.40385L96.5965%2011.3834L95.1055%2016.1942L99.0021%2013.2196L101.408%2011.3834L105.3%208.40992V8.40937Z'%20fill='white'/%3e%3cdefs%3e%3clinearGradient%20id='paint0_linear_5593_1381'%20x1='90'%20y1='9.44471'%20x2='99'%20y2='9.44471'%20gradientUnits='userSpaceOnUse'%3e%3cstop%20stop-color='%2300AD70'/%3e%3cstop%20offset='0.998594'%20stop-color='%2300B67A'/%3e%3cstop%20offset='1'%20stop-color='%23DCDCE6'/%3e%3c/linearGradient%3e%3c/defs%3e%3c/svg%3e){kind=small}
