Manager Of Operations

Operations Leadership and Administrative Team Management

• Lead, assign, prioritize, and monitor the daily work of two administrative team members.
• Establish service expectations, workload coverage, cross-training, backup procedures, and completion tracking for recurring administrative tasks.
• Maintain operating calendars, deadlines, trackers, and escalation logs; promptly identify unresolved items and coverage risks.
• Document and maintain approved divisional procedures, forms, templates, process maps, and work instructions; coordinate communication and acknowledgment of updates.
• Provide approved company documents, templates, and operational information to division team members as needed.

Contract Administration and Document Control

• Coordinate the administrative lifecycle for MSAs, service agreements, SOWs, purchase orders, subcontractor agreements, offer letters, credit approvals, and related documents.
• Route agreements for required internal review, approval, redlines, and signature; track status and follow up with accountable parties.
• Prepare and administer DocuSign envelopes using approved routing and copy requirements; verify that fully executed versions are received.
• Maintain complete, current, and accurately organized contract records in approved repositories and at the correct client, candidate, or assignment level in JobDiva.
• Support renewal, extension, onboarding, and offboarding workflows while escalating legal, commercial, compliance, or approval questions.

Systems, VMS, and Data Administration

• Serve as the divisional JobDiva super user and administrator for operational configuration, troubleshooting, data accuracy, timesheet setup, and user support.
• Validate worker and assignment start dates, end dates, extensions, conversions, and terminations against fully executed documentation.
• Administer divisional VMS platforms, including user-account creation, modification, deactivation, role assignment, access coordination, and pending-work-item follow-up.
• Coordinate supplier and contingent-worker onboarding, maintenance, compliance documentation, and offboarding within approved procedures.
• Protect system access and confidential information by following corporate security requirements; never maintain or share passwords through unsecured lists or shared documents.

Finance and Audit Support

• Review, code, and route monthly invoices and related expense documentation in accordance with approved procedures and authorization limits.
• Maintain trackers for permanent-placement and conversion fees and provide accurate updates for billing and commission administration.
• Support quarterly and annual Finance, HR, compliance, and system audits by assembling requested records, validating completeness, and resolving documentation gaps.
• Monitor evidence for user provisioning, deprovisioning, assignment setup, and offboarding controls; escalate exceptions and overdue corrective actions.

Corporate HR Coordination, Non-HR Role

• Serve as the division's administrative point of contact with Corporate HR for routine questions, forms, status checks, and process coordination.
• Forward employee-relations matters, policy questions, accommodation requests, complaints, investigations, compensation matters, leave determinations, and compliance concerns directly to Corporate HR and division leadership.
• Provide requested records and factual operational information to Corporate HR while maintaining confidentiality and appropriate access controls.

Marketing, Events, and Cross-Functional Coordination

• Coordinate with Corporate Marketing and division leadership on approved communications, website updates, LinkedIn postings, marketing materials, and administrative requests.
• Develop and maintain a marketing calendar of events and activities. Work with various teams in the division coordinating the publication of white papers, blogs, and website updates.
• Administer conference and event logistics, including contracts, approved payments, document retention, schedules, and coordination with internal stakeholders.
• Work effectively with Corporate HR, Legal/Risk, Finance, Procurement, IT, Compliance, Marketing, account executives, recruiters, hiring managers, clients, and external vendors.

• Minimum 5–7 years of progressively responsible experience in operations, business administration, contract administration, staffing operations, professional services, or a related environment.
• At least two years of experience coordinating or supervising administrative staff, including work allocation, quality review, cross-training, and deadline management.
• Demonstrated experience with contract routing, electronic signatures, records management, audit support, invoicing workflows, and process documentation.
• Experience administering an applicant tracking system, CRM, VMS, ERP, CLM, or comparable business platform. JobDiva, DocuSign, SAP Fieldglass, and Microsoft 365 experience are strongly preferred.
• Strong working knowledge of Microsoft Word, Excel, Outlook, Teams, SharePoint, and document repositories.
• Exceptional attention to detail, organization, follow-through, discretion, written communication, and stakeholder service.
• Ability to manage competing priorities, identify control gaps, maintain accurate records, and escalate issues without exceeding assigned authority.
• Bachelor's degree in business administration, operations, management, or a related field preferred; equivalent relevant experience may be considered.

• Bachelor's degree in a relevant field or comparable work experience.

• Medical / Dental / Vision
• 401K