Office & Business Operations Manager

Prestige CM; San Francisco (CA); On-site; USD 50,000 - 80,000; Full time

Benefits offered by this job

Medical benefits

401(k) retirement plan

Paid time off (PTO)

Paid holidays

Professional development and growth

Opportunity to work on public infra &6

Job summary

Prestige CM is seeking an Office & Business Operations Manager in San Francisco to support accounting, HR, bidding, and general office tasks. This hands-on role requires multitasking across project administration and operations for ongoing infrastructure projects.

You will manage invoices, HR records, RFP preparation, and cost tracking with a team-oriented approach, ensuring accuracy and confidentiality in a fast-paced environment.

Qualifications

• 3–5+ years of experience in office administration or related field.
• Experience with construction management, engineering, architecture, consulting, or professional services firms is desirable.
• Strong knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.
• QuickBooks or similar accounting software experience preferred.
• Experience with SharePoint and PDF/document management is a plus.

Responsibilities

• Assist with invoicing, project billing, accounts payable/receivable, timesheets, and expense reports.
• Support QuickBooks or other accounting systems and coordinate with project managers on billing.
• Maintain accurate financial and administrative records and track outstanding invoices.
• 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.
• Monitor and organize RFPs, RFQs, and other business opportunities.
• Assist with proposals, SOQs, resumes, forms, and submissions; 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 and business development may be required.
• Provide administrative and technical support to project managers and 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 where needed.
• Work with Microsoft Office, SharePoint, PDF/document management systems, and PM software.
• Organize day-to-day office operations and coordinate supplies, vendors, facilities, equipment, and services.
• Maintain organized company records and procedures, and follow up on timesheets and documents.
• Assist management with special assignments and company initiatives.
• Work with teams across functions as a collaborative team player.
• Perform routine administrative tasks including data entry, filing, scanning, and spreadsheet updates.
• Be flexible to take on additional assignments as directed and maintain a positive attitude.
• Be able to travel occasionally for meetings and business development activities.

Skills

Organizational skills

Communication skills

Time management

Follow-through

Team player

Tools

QuickBooks

SharePoint

PDF/document management

Project management software

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

About Prestige CM

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.

Position Summary

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.

Key Responsibilities

Accounting & Billing Support

• 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.

HR & Recruiting Support

• 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.

Business Development & RFP/Proposal Support

• 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.

Technical & Project Administration

• 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.

Office & Business Operations

• 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.

Teamwork & General Administrative Support

• 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.

Qualifications

• 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.

Ideal Candidate

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.

Benefits

• 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

Equal Employment Opportunity

Prestige CM is an Equal Opportunity Employer. We value a professional, respectful, and collaborative workplace.