Office Manager (Architecture, Engineering, & Construction Project Coordination)

Lerch Bates Inc.; Raleigh (NC); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Competitive base salary

Annual bonus

ESOP – 100% employee-owned

Health, dental, vision insurance

Paid time off (17+ days)

10 paid holidays

401(k) with 6% match

Parental leave / tuition reimbursement

Job summary

Lerch Bates, a leading building science consultancy, seeks a Project & Office Operations Specialist to support our Building Science team in Bunn, NC (100% in-person). You will administer project contracts, oversee client onboarding, manage Deltek/CRM data, and optimize workflows to ensure efficient project delivery and exceptional client service.

You will coordinate administrative lifecycles, review information gaps, and collaborate with consultants, leadership, and vendors to keep projects on

Qualifications

• Bachelor's or associate degree preferred.
• Experience with project and contract administration.
• Experience supporting professional services is a plus.
• Demonstrated ability to manage multiple stakeholders.
• Strong documentation and records management skills.
• Proactive with ownership and independence.

Responsibilities

• Coordinate lifecycle of project contracts and client onboarding.
• Manage COIs, onboarding requirements, and project docs.
• Prepare proposals and business documentation using templates.
• Monitor project activities and remove barriers to delivery.
• Maintain project status and communicate risks.
• Uphold data integrity in Deltek and CRM.
• Support office operations and vendor coordination.

Skills

Project administration

Contract administration

Office operations

CRM systems

Deltek

Microsoft Office

Communication

Organizational skills

Education

BA/BS in Business Administration

Operations/PM degree

Tools

Deltek

CRM systems

Bluebeam

Office software

Job description

Department: Building Science

Location: Bunn, NC (100% In-Person)

Lerch Bates is seeking a Project & Office Operations Specialist to support our Building Science team. This highly visible role serves as a trusted business operations partner responsible for coordinating project, contract, client, vendor, and office processes that support the successful delivery of consulting services.

As a Project & Office Operations Specialist, you will play a central role in the administration of project contracts, proposals, client onboarding, CRM and Deltek data management, operational workflows, and business process improvement initiatives. Working closely with consultants, business leaders, clients, and vendors, you will help ensure projects move efficiently from proposal and contract execution through project delivery while maintaining operational consistency, data integrity, and exceptional client service.

This position is ideal for a proactive, solutions-oriented professional who enjoys managing complex workflows, solving operational challenges, coordinating multiple stakeholders, and driving projects and processes to successful completion with a high degree of ownership and independence.

About Lerch Bates

Lerch Bates (LB) is a global technical consulting firm focused on improving how buildings perform for owners, designers, and the people who use them every day. For more than 75 years we’ve partnered on some of the world’s most complex and high-profile projects. Today we provide Total Building Performance expertise that integrates Building Science and Building Flow into a unified delivery model.

Our work spans design, construction, investigation, repair, rehabilitation, management, and modernization with one consistent goal: helping clients make confident, well-informed decisions in an increasingly complex built environment.

We are 100% employee-owned through our ESOP. That means when the company succeeds, our employee-owners share in that success. It's more than a retirement benefit—it's an ownership mindset backed by the opportunity to build long-term financial value while helping shape the future of the company.

What You’ll Do

The duties listed below are intended only as illustrations of the various types of work that may be performed in this position. They are not intended to prescribe or restrict the assignments that management may make.

Project & Contract Operations

• Coordinate the administrative lifecycle of project contracts, service agreements, purchase orders, vendor applications, and client onboarding documentation from initiation through execution.
• Review project and client requirements, identify missing or inconsistent information, and coordinate resolution with consultants, leadership, clients, and internal business partners.
• Support contract administration activities, including coordination of Certificates of Insurance (COIs), client onboarding requirements, and related project documentation.
• Prepare project proposals, qualifications packages, and business documentation using established company processes and templates.
• Monitor active project and contract activities, prioritize follow-up actions, and help remove barriers that could impact project initiation or delivery.
• Serve as a primary administrative liaison between consultants and clients throughout the contract lifecycle.
• Maintain visibility into project status, deadlines, and administrative requirements while proactively communicating risks and concerns.

Business Systems, Data Management & Process Improvement

• Create, maintain, and update project and client information within Deltek, CRM platforms, and related business systems.
• Ensure project, client, and contract records are accurate, complete, and maintained in accordance with company standards.
• Organize and maintain electronic project files and documentation to support accessibility, compliance, and reporting.
• Develop and maintain tracking tools, reporting mechanisms, templates, and workflow documentation that improve operational visibility and accountability.
• Identify process inefficiencies and recommend practical improvements to project administration, contract management, records management, and operational workflows.
• Support implementation of new processes and monitor effectiveness following deployment.
• Maintain confidentiality and exercise sound judgment when handling business-critical information.

Office, Vendor & Operational Coordination

• Coordinate daily office operations, facilities support, vendor services, inventory management, and equipment-related activities.
• Manage vendor relationships and coordinate service requests while monitoring completion and escalating issues when appropriate.
• Support onboarding activities, office initiatives, employee events, meetings, and regional operational projects.
• Serve as a resource for employees, visitors, clients, and vendors by providing professional support and directing requests appropriately.
• Support office operations through occasional front desk coverage, mail processing, shipping coordination, supply management, and document production activities as needed.
• Lead or support special projects requiring planning, coordination, communication, and independent follow-through.

Collaboration & Business Support

• Partner with consultants, leadership, finance, risk management, legal, and operational teams to support business objectives.
• Coordinate information across multiple stakeholders to ensure projects and operational initiatives progress efficiently.
• Independently organize and prioritize work based on business impact, deadlines, risk, and organizational priorities.
• Support continuous improvement initiatives that enhance efficiency, consistency, and operational effectiveness.
• Act as a trusted operational partner who helps teams navigate complex administrative requirements and business processes.

What You’ll Bring

• Associate's or Bachelor's degree in Business Administration, Operations, Project Management, or a related field preferred.
• 3+ years of progressively responsible experience in project administration, contract administration, business operations, office operations, or a similar client-facing environment.
• Experience supporting project-based professional services organizations such as architecture, engineering, construction, consulting, or related industries preferred.
• Demonstrated ability to independently manage workflows, coordinate multiple stakeholders, and drive tasks through completion with limited day-to-day supervision.
• Strong understanding of project administration, contract workflows, client onboarding, records management, business systems, and office operations.
• Exceptional organizational, planning, and prioritization skills with the ability to manage multiple competing priorities simultaneously.
• Strong analytical, critical-thinking, and problem-solving abilities with the ability to identify risks, dependencies, and process gaps.
• Excellent written, verbal, and interpersonal communication skills.
• Sound judgment and discretion when handling confidential, sensitive, and business-critical information.
• Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience with Deltek, CRM systems, Bluebeam, or preferred similar business software.
• Proven ability to build strong working relationships across multiple departments, leadership levels, clients, consultants, and vendors.
• Self-directed and proactive with a strong sense of ownership, accountability, and follow-through.
• Continuous improvement mindset with the ability to identify opportunities to improve processes, efficiency, and operational effectiveness.

Why Work with Lerch Bates?

• Competitive base salary of $65,000 - $75,000 per year, based on experience, qualifications, and location
• Annual performance-based bonus opportunity, with target incentive levels varying by position and based on individual and company performance.
• 100% Employee-Owned ESOP (company-funded retirement benefit that allows eligible employees to share in the company's long-term success)
• Health, dental, and vision insurance
• Paid time off (starting at 17 days annually)
• 10 paid holidays
• 401(k) with 6% employer match
• Paid parental leaveProfessional development and tuition reimbursement
• Employee assistance and wellness programs

Become an Employee-Owner

One of the biggest advantages of working at Lerch Bates is that we are 100% employee-owned through our Employee Stock Ownership Plan (ESOP).

Unlike many companies that offer only a salary and retirement plan, eligible employees receive company-funded ESOP shares at no cost to them as part of their long-term retirement benefits.

As Lerch Bates grows, employee-owners share in the company's success. For many employees, the ESOP becomes one of the most valuable financial benefits of their career by helping build meaningful long-term wealth in addition to their salary and traditional 401(k).

When you join Lerch Bates, you are not just building better buildings. You also have the opportunity to build your financial future alongside the company's success.

Core Values

Ownership

• Community
• Integrity
• Respect
• Optimism

Working Environment

This position is primarily performed in a professional office or remote office environment with regular use of computers and standard office equipment. Occasional travel for meetings, training, conferences, or company events may be required depending on business needs.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Physical Demands

This position requires prolonged periods of sitting while working at a computer, along with frequent use of hands and fingers for typing and operating office equipment. Employees regularly communicate in person, by telephone, and through virtual meeting platforms.

Occasional standing, walking, bending, and lifting or carrying office materials weighing up to 20 pounds may be required.

Mental Demands

This position requires strong organizational, analytical, and communication skills. Employees must be able to prioritize multiple assignments, maintain attention to detail, meet deadlines, and adapt to changing business priorities.

The role requires sound judgment, professionalism, problem-solving abilities, confidentiality, and effective collaboration with colleagues, clients, and external partners.

Employment is contingent upon the successful completion of a pre-employment background check and drug test. The drug test includes screening for marijuana, regardless of state or local laws permitting its use. A conditional offer of employment will be rescinded if a candidate fails either the background check or the drug test. This requirement is mandated by federal regulations applicable to our government contracting obligations.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, marital status, or any other characteristic protected by law.