Operations Administrator

The Operations Administrator serves as a strategic and operational partner to the Division Director, supporting the effective management, financial performance, organizational development, and continued growth of the Civil Division. Working across a Division, this position plays a central role in coordinating business operations, monitoring goals, supporting employees, and implementing Division initiatives.

The Operations Administrator works directly with the Division Director to translate strategic objectives into actionable plans, monitor business performance, coordinate organizational priorities, and maintain effective communication throughout the Division. The position also provides direct executive support to the Division Director, including scheduling, travel coordination, communications, meeting preparation, and other activities that support effective leadership of the Division.

The Operations Administrator collaborates closely with the Civil Staff Manager, Discipline Leaders, Civil Office Leaders, and corporate support departments to maintain consistent business practices, provide reliable operational information, and address the needs of a growing organization. The Operations Administrator and Civil Staff Manager serve as complementary leadership resources, with the Operations Administrator focusing on business operations, organizational coordination, and financial planning while the Civil Staff Manager focuses on staff leadership, technical operations, and project delivery.

The position requires independent judgment, strong financial and organizational skills, and the ability to establish trusted relationships throughout the Division. The Operations Administrator reports directly to the Division Director and serves as a key resource in maintaining an organized, informed, collaborative, and successful Civil Division.

Salary Range: $90,000 - $100,000 per year

The specific salary offered may be influenced by a variety of factors including but not limited to the candidate's relevant experience, education, and work location.

Responsibilities

1.       Division leadership and strategic planning

• Serve as a trusted partner to the Division Director in organizing Division priorities, establishing goals, and coordinating operational and strategic initiatives.

• Participate in the development and implementation of the Division's annual strategic plan, business objectives, and operational priorities.

• Collaborate with Division leadership to establish measurable goals, identify necessary resources, and develop action plans to support the continued success of the Division.

• Monitor progress toward strategic objectives and communicate accomplishments, challenges, and emerging priorities to the Division Director and appropriate leadership.

• Coordinate annual strategic planning meetings, including agendas, presentations, financial information, logistical arrangements, and follow up activities.

• Assist the Division Director in evaluating organizational needs, business practices, staffing trends, and opportunities for operational improvement.

• Work collaboratively with the Civil Staff Manager and Discipline Leaders to align operational initiatives with staff and project delivery needs.

• Provide recommendations to the Division Director regarding improvements to Division operations, communication, organizational effectiveness, and business performance.

2.       Financial management and business performance

• Collaborate with the Division Director, Discipline Leaders, and Accounting to develop annual labor budgets, billing rates, revenue goals, and financial forecasts.

• Coordinate the preparation and consolidation of Division overhead budgets in collaboration with Civil Office Leaders and appropriate corporate departments.

• Monitor and analyze Division key performance indicators, including revenue, backlog, staffing capacity, labor costs, multipliers, overhead expenditures, and other established financial measures.

• Prepare and maintain financial reports, spreadsheets, dashboards, and presentations that provide leadership with accurate and timely information regarding Division performance.

• Coordinate with Project Managers and Discipline Leaders to maintain accurate backlog information.

• Collaborate with Accounting to support monthly billing processes, financial reporting, expense monitoring, and resolution of accounting or operational concerns.

• Assist with preparation of discipline business plan reviews, financial presentations, and supporting information necessary for leadership decisions.

3.       Organizational management and employee support

• Maintain accurate Division organizational information, including employee assignments, reporting relationships, staffing changes, salary adjustments, and capacity information.

• Maintain and update the Civil Organizational Matrix and other resources used to support organizational planning and leadership decisions.

• Develop trusted relationships with employees and leadership throughout the Division to understand operational needs, promote collaboration, and reinforce company culture.

• Partner with the Division Director and Civil Staff Manager to support employee engagement, organizational development, and retention initiatives.

• Coordinate with Human Resources and Division leadership regarding employee changes, organizational transitions, and related administrative processes.
• Assist with the integration of new employees and employees joining through business combinations, helping them understand Division operations, company values, and available resources.
• Coordinate employee development activities, including training registrations, professional development opportunities, job shadowing, project management training, and professional memberships.
• Assist leadership in identifying opportunities to improve employee communication, support systems, and the overall employee experience.
• Maintain confidentiality when handling employee, compensation, financial, and other sensitive business information.

4.       Division Director support and executive coordination

• Provide direct administrative and organizational support to the Division Director to facilitate effective management of the Civil Division and involvement in corporate meetings.
• Assist with managing and coordinating the Division Director's calendar, including scheduling meetings, appointments, leadership discussions, and other commitments.
• Coordinate travel arrangements, accommodations, and related logistics for the Division Director.
• Assist in managing incoming communications, identifying matters requiring attention, coordinating responses, and directing inquiries to the appropriate individuals.
• Monitor and coordinate follow up on meetings, commitments, and action items to support timely completion of Division priorities.

5.       Leadership communication and Division coordination

• Serve as a central point of coordination among the Division Director, Civil Staff Manager, Discipline Leaders, Civil Office Leaders, employees, and corporate support departments.
• Coordinate Divisional staff and leadership meetings, including preparation of agendas, performance reports, presentations, meeting minutes, and action items.
• Participate in appropriate company leadership meetings and assist the Division Director and Civil Staff Manager in communicating relevant information to the appropriate members of the Division.
• Assist the Division Director with communicating strategic objectives, financial performance, organizational changes, and other important Division information.
• Support consistent communication across disciplines, offices, and geographic regions to promote organizational alignment and collaboration.

6.       Operational systems and process improvement

• Maintain and improve Division administrative systems, reporting tools, spreadsheets, and organizational resources necessary for effective business operations.
• Utilize Deltek, Excel, Power BI, and other applicable business systems to support financial reporting, operational analysis, and leadership decisions.
• Coordinate with Accounting, Human Resources, Information Technology, and Operations to address Division needs and resolve administrative or operational challenges.
• Support consistent practices for timesheet and expense report approvals, employee information updates, and other established Division processes.
• Coordinate professional memberships, licensing reimbursements, training registrations, equipment needs, and other operational resources as necessary.

7.       Employee engagement and Division culture

• Collaborate with the Division Director and Division leadership to promote a positive, supportive, and collaborative working environment.

• Coordinate Division events, employee recognition activities, professional development opportunities, and other initiatives that promote engagement and company culture.
• Oversee the Division's apprenticeship program by monitoring individual apprentice progress and overall program effectiveness, while supporting Supervisors in their responsibility to mentor, guide, and develop apprentices throughout the program.
• Maintain supportive relationships with employees and help direct questions, concerns, and operational needs to the appropriate resources.
• Promote company core values through communication, responsiveness, collaboration, and consistent operational practices.
• Visit offices with Civil Division staff as appropriate to build relationships, understand local needs, and support Division initiatives.

Measurements for success:

• Annual Division budgets, strategic plans, and business goals are developed, coordinated, and monitored effectively.
• Division financial performance is accurately monitored and communicated, with emerging concerns and opportunities identified in a timely manner.
• Organizational information, staffing records, employee data, and leadership reporting resources are accurate and consistently maintained.
• Strategic initiatives and leadership action items demonstrate measurable progress toward established objectives.
• Division leadership meetings, staff meetings, and communications are organized, informative, and promote alignment across disciplines and offices.
• Employees and leaders recognize the Operations Administrator as an accessible, knowledgeable, responsive, and trusted resource.
• New employees and employees joining through business combinations receive effective operational support and integration into the Division.
• Division operational processes and reporting systems demonstrate continued improvement in accuracy, consistency, efficiency, and accessibility.
• The Operations Administrator contributes to the overall financial health, organizational effectiveness, employee experience, and continued success of the Civil Division.