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ERS Engineering, Inc. is seeking a highly organized, proactive, and resourceful Operations Manager / Office Administrator to oversee and support the day-to-day administrative and operational functions of our engineering firm.

This position plays an important role in keeping the company organized, efficient, and compliant while providing administrative and operational support to management and engineering project teams. The ideal candidate will be comfortable working independently, managing multiple priorities, maintaining accurate records, coordinating with vendors and outside service providers, and ensuring that important deadlines and administrative requirements are met.

The position will also support engineering proposals, bids, RFP/RFQ responses, procurement, project coordination, corporate compliance, and general business operations.

Key Responsibilities

Administrative & Office Operations

• Serve as a central liaison for internal and external communications, including managing inquiries, correspondence, scheduling, and follow-up.
• Manage calendars, coordinate meetings, travel arrangements, and other administrative activities.
• Maintain organized physical and electronic filing systems and ensure company records are properly maintained and accessible.
• Organize and maintain office supplies, equipment, and services; monitor maintenance schedules, warranties, and service records.
• Coordinate with office equipment, software, technology, and other service vendors as needed.
• Provide basic administrative and technical support for office software and hardware and coordinate with external IT providers when necessary.
• Maintain and improve administrative procedures, workflows, and organizational systems to support efficient company operations.

Operations & Project Support

• Oversee and coordinate day-to-day office operations to ensure efficiency and provide reliable support to management and engineering project teams.
• Assist with project coordination activities, including scheduling site visits, preparing correspondence and project documents, tracking deadlines and milestones, and assembling packages for submittals, deliveries, or shipments.
• Maintain accurate and up-to-date records for contracts, project documentation, proposals, invoices, and other business records.
• Monitor administrative deadlines and follow up with responsible personnel to ensure required actions are completed on time.
• Assist management in implementing and maintaining company procedures, forms, checklists, and operational processes.
• Identify administrative or operational issues and recommend practical improvements.

Bids, Proposals, & Procurement

• Assist with preparing, organizing, and submitting engineering proposals, bids, RFPs, RFQs, and other solicitation responses.
• Review proposal and bid requirements for completeness, accuracy, required forms, supporting documentation, signatures, licenses, and submission deadlines.
• Coordinate proposal and bid information with management, engineers, consultants, vendors, and other parties as necessary.
• Maintain bid, proposal, solicitation, and submission logs and track deadlines, outcomes, and follow-up activities.
• Coordinate procurement activities, including purchase orders, vendor communications, order tracking, deliveries, and related documentation.
• Maintain vendor records, contracts, pricing information, and other procurement documentation.
• Follow up with vendors and suppliers regarding orders, deliveries, invoices, and outstanding issues.

Finance, Compliance & Corporate Administration

• Provide administrative support for bookkeeping, data entry, expense tracking, invoicing, and other financial recordkeeping using QuickBooks Online or similar platforms.
• Maintain corporate records, including licenses, registrations, insurance documentation, policies, and renewal schedules.
• Monitor company licenses, permits, registrations, insurance renewals, and other recurring compliance requirements.
• Assist with maintaining compliance with applicable state, local, and industry-specific administrative and regulatory requirements.
• Support the preparation and filing of corporate and administrative documents, including annual reports, resolutions, registrations, and other required filings.
• Maintain organized records of contracts, insurance certificates, vendor agreements, and other corporate documentation.
• Coordinate with outside accountants, attorneys, insurance providers, licensing agencies, and other professional service providers as needed.

HR & Internal Support

• Support employee onboarding/offboarding activities and maintain confidential personnel records.
• Coordinate with external HR, payroll, benefits, and other employee service providers as needed.
• Maintain company policies, standard operating procedures, employee documentation, and administrative records.
• Provide administrative support to company management and employees across departments.
• Handle confidential company, employee, financial, and business information.

*** Required Skills & Qualifications ***

• Proven experience in office administration, operations management, business administration, or a similar role.
• Strong organizational and time management skills with exceptional attention to detail.
• Demonstrated ability to independently manage multiple responsibilities, priorities, and deadlines.
• Strong proficiency with Adobe Acrobat, Microsoft Office: particularly Word, Excel, and Outlook, Windows System, and File Explorer.
• Familiarity with QuickBooks Online or similar accounting/business management platforms.
• Experience coordinating proposals, bids, RFPs/RFQs, procurement, or similar business processes.
• Excellent written and verbal communication skills.
• Strong document management and recordkeeping skills.
• Ability to identify problems, take initiative, and develop practical solutions without requiring constant supervision.
• Ability to work effectively with management, engineers, clients, vendors, consultants, and outside service providers.
• Demonstrated discretion when handling confidential and sensitive information.
• Flexible, adaptable, dependable, and resourceful in a fast-paced professional environment.

Preferred Qualifications

• Experience working in an engineering, architecture, construction, or other technical professional-services environment.
• Experience with government, municipal, institutional, or private-sector procurement and solicitation processes.
• Familiarity with corporate records, business licensing, insurance requirements, and regulatory compliance.
• Experience preparing or coordinating RFP/RFQ responses, proposals, qualifications packages, or government submissions.
• Familiarity with project management and professional-services business practices.
• Experience working with accounting, document management, project management, or CRM software.
• Understanding of basic contract administration and vendor management.

ERS Engineering Inc., a small business Engineering firm local to Jacksonville, FL has been in operation for 25+ years. Having grown into a multi-disciplined company, we specialize in building long-term client relationships while providing comprehensive Electrical, Mechanical, Plumbing, and Fire Protection Engineering Services.
Our expertise comes from our collective experience and joined efforts with other masters of like fields. We believe that developing strong relationships with business partners, employees, and clients yields personal satisfaction as well as business success.