Office & Business Operations Manager $50,000-$60,000 + Performance Bonus

About Chatelain EngineeringChatelain Engineering is a growing civil engineering firm dedicated to helping clients successfully navigate land development projects through responsive service, technical excellence, and efficient project delivery. Our team values accountability, transparency, continuous improvement, and servant leadership.As a company, we embrace the Great Game of Business (GGOB) open-book management philosophy, empowering employees to understand key financial drivers, contribute to company success, and share in the rewards of growth.We are seeking a highly organized and proactive Office & Business Operations Manager to support and manage the firm's administrative, financial, human resources, proposal, marketing, and operational processes. This role is critical to maintaining efficient systems, supporting our engineering team, and helping drive the continued growth of the company.Position SummaryThe Office & Business Operations Manager serves as the administrative and operational backbone of Chatelain Engineering. This position oversees office administration, bookkeeping, proposal coordination, recruiting, employee support, marketing activities, and project administration while ensuring systems and processes operate efficiently and consistently.The ideal candidate is highly organized, detail-oriented, customer-focused, and comfortable managing multiple responsibilities in a fast-paced professional environment.Key ResponsibilitiesCommunication & Front OfficeAnswer incoming phone calls and monitor the company email inbox.Serve as the first point of contact for client and vendor inquiries.Provide professional communication and customer service.Accounting & Financial AdministrationEnter expenses and maintain financial records.Send invoices and manage accounts receivable.Review employee timesheets and payroll information for accuracy.Perform monthly account reconciliations.Assist with year-end tax preparation activities.Maintain organized financial documentation.Proposal CoordinationDraft and prepare engineering proposals in coordination with Project Managers.Send proposals and track status within CRM and project management systems.Project CoordinationCoordinate grading plan projects with draftsmen and project managers.Manage project management software to support on-time delivery.Serve as a primary point of contact for grading plan clients.Monitor project workflow and help resolve bottlenecks.Human Resources SupportManage job postings on LinkedIn, Indeed, Handshake, and company platforms.Prescreen candidates and coordinate interviews.Coordinate career fair participation and recruiting efforts.Assist with onboarding activities and employee training programs.Support administration of retirement, HRA, and benefits programs.Assist with performance review scheduling and documentation.Marketing & Brand ManagementManage company LinkedIn content, branding initiatives, and online reviews.Coordinate website updates with marketing vendors.Execute marketing calendars and maintain brand consistency.Administrative SupportPrepare permit applications and project documentation.Maintain templates, records, and document control systems.Support engineering staff with administrative and project-related tasks.Qualifications RequiredHigh school diploma required; Associate's or Bachelor's degree preferred.Experience in office administration, accounting, bookkeeping, HR support, or business operations.Proficiency with Microsoft Office Suite.Experience with accounting software such as QuickBooks.Strong organizational skills and attention to detail.Excellent written and verbal communication skills.PreferredExperience with Deltek Ajera preferred but not required. We are willing to train the right candidate with strong accounting, bookkeeping, and administrative experience.Experience in engineering, construction, architecture, or professional services firms.Experience with CRM and project management software.What Makes You SuccessfulHighly organized and detail-oriented.Able to manage multiple priorities simultaneously.Strong customer service mindset.Comfortable working independently and taking initiative.Professional, dependable, and adaptable.Passion for helping a growing business succeed.Compensation & BenefitsSalary: $50,000 - $60,000 annually, based on qualifications and experience.Performance BonusEligible for an annual performance bonus based on company performance and individual contributions.Bonus program tied to company EBITDA performance and gross margin targets.Bonus determinations consider overall performance, contribution to firm success, and company financial results.Bonuses are discretionary and reviewed annually.Program is being developed through the Great Game of Business (GGOB) open-book management model.Health Reimbursement Arrangement (HRA)$400/month HRA benefitAdditional $200/month per dependentReimbursement for eligible health insurance premiums and qualified medical expenses.Requires proof of coverage and eligible expenses.Subject to formal HRA plan documents and applicable regulations.Paid Time Off80 hours (2 weeks) of PTO annually40 hours sick timeAvailable upon hireTime off should be scheduled with reasonable advance noticeUnused PTO does not carry over and is forfeited at year-endPaid HolidaysNew Year's DayMemorial DayIndependence DayLabor DayThanksgiving DayChristmas EveChristmas DayRetirement BenefitsIRA Retirement Plan with employer match of up to 3% of salaryAvailable following the 90-day orientation periodCareer GrowthAnnual performance-based salary reviewsProfessional development opportunitiesOpportunity to grow with a rapidly expanding engineering firmApply TodayIf you are a motivated professional who enjoys wearing multiple hats, supporting a growing team, and helping create efficient business systems, we'd love to hear from you.Join Chatelain Engineering and help build the foundation for our continued growth and success.