Operations Administrator

4LEAF, Inc.; Pleasanton (CA); Hybrid; USD 70,304 - 85,000; Full time

Benefits offered by this job

401(k)

401(k) match

Dental insurance

Flexible spending account

Health insurance

Paid time off

Vision insurance

Job summary

4LEAF, Inc. in Pleasanton, CA, is seeking an Operations Administrator to support internal and client-facing initiatives, coordinate staff augmentation, and manage CRM systems.

The role involves cross-functional collaboration across HR, recruitment, and operations to drive successful outcomes. The ideal candidate has a BA/BS in business or related field, 3+ years in project coordination, hands-on CRM experience (Salesforce/HubSpot/Zoho), and strong organizational and communication skills.

Qualifications

• Bachelor’s degree in business, project management, information systems, or related field.
• 3+ years in project management or coordination roles.
• Experience with staff augmentation or contingent labor is a strong plus.
• Hands-on CRM experience with platforms like Salesforce, HubSpot, or Zoho.
• Strong organizational, analytical, and communication abilities.

Responsibilities

• Coordinate staff augmentation needs with HR, recruitment, and clients.
• Manage onboarding and offboarding for contract staff.
• Track allocations, performance, and contract compliance.
• Prepare internal resumes for client review.
• Communicate staffing changes to clients and internal staff.
• Validate invoicing based on scheduling and timesheets.
• Maintain CRM data, access, and reporting dashboards.
• Train internal teams on CRM best practices and workflows.
• Support leadership and cross-functional initiatives.

Skills

Organizational skills

Strong communication

Analytical skills

Problem solving

Time management

Education

Bachelor's degree in Business Administration, Project Management, Information Systems

Tools

Salesforce

HubSpot

Zoho

Unanet

Asana

Jira

Trello

Microsoft Teams

Slack

Google Workspace

Job description

Description

About Us:

4LEAF, Inc. (4LEAF) is a multi-discipline engineering firm providing services throughout the United States. For over 20 years, 4LEAF has assisted communities in successfully navigating contract services leading to fiscally responsible solutions. As one of the industry’s notable providers of planning, building and safety, engineering, construction management, and fire consulting services, 4LEAF has an enviable track record of completing complex projects and staffing assignments with both public and private clients. The dedication of our staff combined with our company culture have consistently allowed us to meet and exceed the needs of our clients.

Job Description:

We are seeking a proactive and highly organized Operations Administrator to support a variety of internal and client-facing initiatives. This role involves coordinating staff augmentation projects, managing CRM systems, and taking ownership of cross-functional tasks as assigned. The ideal candidate will be comfortable wearing multiple hats, managing competing priorities, and collaborating across teams to drive successful outcomes.

Responsibilities:

Staff Augmentation Support

• Work closely with HR, recruitment teams, and client stakeholders to scope and fulfill staff augmentation needs.
• Coordinate onboarding and offboarding processes for contract and temporary staff.
• Track resource allocations, performance, and contract compliance for augmented staff.
• Prepare internal resumes for clients to review.
• Communicate changes in staffing to clients and internal staff as needed.
• Validate invoicing is correct based on scheduling and approved timesheets.

CRM Administration

• Serve as the point of contact for CRM system maintenance, updates, and user support.
• Manage user access, data integrity, reporting dashboards, and integrations with other business tools.
• Train internal teams on CRM best practices and workflows to ensure adoption and efficiency.

Cross-Functional Support & Other Duties

• Provide project support to leadership and departmental teams as needed.
• Assist in process improvement initiatives and internal operations projects.
• Take ownership of miscellaneous tasks and special assignments aligned with organizational priorities.

Qualifications:

• Bachelor's degree in Business Administration, Project Management, Information Systems, or a related field.
• 3+ years of experience in project management or a similar coordination role.
• Experience with staff augmentation, talent management, or working with contingent labor is a strong plus.
• Hands-on experience with CRM platforms (e.g., Salesforce, HubSpot, Zoho) required.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication abilities.
• PMP, Scrum Master, or other project management certifications are a plus.

Preferred Tools & Technologies:

• CRM: Unanet, Salesforce, HubSpot, or similar
• Project Management: Asana, Jira, Trello, or Monday.com
• Communication: Slack, Microsoft Teams, Zoom
• Documentation: Google Workspace, Microsoft Office Suite

Why Join Us?

• Opportunity to work on dynamic, high-impact projects.
• Collaborative and inclusive team culture.
• Exposure to a broad range of business operations and technologies.

Work Schedule:

• Hybrid Schedule, in Pleasanton, CA
• Monday to Friday 8am - 5pm

Competitive salary from $70,304 - $85,000 annually depending on experience and skill set.

Benefits:

• 401(k)
• 401(k) match
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

For more firm information, please visit www.4leafinc.com

4LEAF, Inc. is an equal opportunity employer.