Operations & Projects Manager

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

Benefits offered by this job

Medical benefits

401(k) retirement plan

PTO

Paid holidays

Professional development

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

QuickBooks

SharePoint

PDF/document management

Project management software

Job description

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.