Office Operations Manager Jobs in Florida (NOW HIRING)

Job Description
Our growing client is seeking a highly organized and process-driven bilingual (Spanish) Office Operations Manager to lead and oversee the company's administrative, financial coordination, and human resources support functions.
This role is designed for a growing, engineering-focused organization where establishing
structured processes, systems, and compliance are critical. The Office Manager will act as a
central operational leader responsible for implementing, organizing, and enforcing company
procedures, while coordinating internal staff and external consultants to ensure scalable
and efficient operations. We have 2 office locations - Jacksonville and the Dominican Republic.
This is a manager-level role with oversight of a team of approximately 15-20 employees
(administratively) and direct influence over company-wide operational processes. We are also growing domestically and internationally.
Key Responsibilities
Accounting Oversight & Financial Coordination
 Oversee Accounts Payable (AP) and Accounts Receivable (AR) processes, ensuring
accuracy, timeliness, and proper controls
 Coordinate with external accountants/CPAs for financial reporting, monthly close,
and tax compliance
 Provide oversight of bookkeeping activities (not transactional execution), ensuring
alignment with company policies
 Lead the implementation, optimization, and transition of bookkeeping/accounting
systems, coordinating with external consultants
 Monitor invoicing, collections, and cash flow in alignment with project-based billing
structures
 Support leadership with financial tracking, cost control, and reporting
Project-Based Billing & Contract Administration
 Oversee administrative execution of project-based billing models, including:
o Master Services Agreements (MSA)
o Task Authorization Orders (TAOs)
o Not-to-Exceed (NTE) tracking and invoicing
 Ensure accurate tracking of labor, reimbursables, and milestone billing
 Coordinate with project managers and accounting consultants to ensure timely and
accurate client invoices
 Implement and maintain billing procedures that align with company contracts and
revenue recognition practices
Office Administration & Operations
 Manage and optimize day-to-day office operations and administrative functions
 Develop, implement, and maintain Standard Operating Procedures (SOPs) across administrative workflows
 Maintain company records, contracts, and document control systems
 Oversee vendor relationships, procurement, and service agreements
 Ensure efficient internal communication and administrative support structures
Human Resources & Compliance
 Oversee employee onboarding, offboarding, and personnel records management
 Manage and track employee vacation, PTO, and compensation records
 Ensure compliance with federal, state, and local employment laws and regulations
 Administer and coordinate employee benefits programs
 Support recruiting coordination, interview scheduling, and candidate tracking
 Serve as a primary internal resource for HR-related matters
Policies, Procedures & Compliance
 Lead implementation and enforcement of company policies, including:
o Travel and expense policies
o Compensation and comp-time policies
o Safety and workplace compliance programs
 Coordinate with external consultants supporting HR, compliance, and policy development
 Maintain and update the company employee handbook and policy documentation
 Ensure organization-wide compliance and consistency in policy application
Process Development & Organizational Growth
 Drive the development, structuring, and continuous improvement of the company
processes
 Identify inefficiencies and implement scalable administrative and operational
solutions
 Lead coordination and oversight of consultants engaged in process, HR, and system
implementations
 Establish tracking tools, dashboards, and reporting systems to improve visibility and
accountability
 Support leadership in building a scalable operational infrastructure aligned with
company growth
Leadership & Coordination
 Provide administrative leadership across a team of 15-20 employees
 Act as a central liaison between management, employees, and external service
providers
 Direct and coordinate internal staff (2 direct reports) and consultants involved in administrative and operational functions
 Promote a culture of accountability, organization, compliance, and continuous
improvement
Qualifications
 Bachelor's degree in Business Administration, Accounting, Human Resources, or
related field (preferred)
 5+ years of experience in office management, operations, HR, or financial
coordination roles
 Strong understanding of AP/AR processes, bookkeeping oversight, and financial
coordination
 Experience with project-based billing structures (MSA, TAO, NTE) strongly preferred
 Familiarity with HR compliance, benefits administration, and employment
regulations
 Proven experience implementing process improvements in a growing organization
 Experience working with and managing external consultants and systems
implementations
 Proficiency in accounting and business systems (e.g., QuickBooks, ERP, HRIS
platforms)
 Bilingual (English/Spanish)
Key Competencies
 Process-oriented with strong attention to detail
 Leadership and coordination across multiple functional areas
 Strong organizational and execution capabilities
 Ability to operate effectively in a fast-paced, growth-oriented environment
 High level of integrity, discretion, and accountability
 Proactive problem-solving and decision-making skills
Why Join our Team?
Be part of a growing company where you'll play a key role in building the operational
backbone supporting large-scale energy infrastructure projects. We are doubling our revenue this year and will continue to grow year after year.
Position Benefits:

• Base Salary: 80K-90K
• Paid-Time-Off: 15 days + Up to 7 days (Christmas/ New year Holiday Break)
• Holidays: 10 Calendar days
• Bonus: Up to two months' salary per year (taxes covered). Performance based. Distributed three times annually.
• 401(k) with 4% match (vesting begins after 6 months of employment)
• Health Insurance: Aetna (60% employer-paid) Eligible after 90 days of employment