E-3 Visa Office Operations Manager Jobs

INTRODUCTION

Our client is a growing, progressive firm operating in the energy sector, committed to efficiency, innovation, and client satisfaction. As we scale our operations in Jacksonville area, we are seeking a highly organized, versatile, and bilingual (Spanish/English) professional to spearhead our daily office operations, build solid internal structures, and lead a dedicated administrative team. The Office Operations Manager is the structural backbone of our branch. This multi-faceted role requires a unique blend of financial stewardship, human resources, administrative leadership, and process design. You will not only oversee the day-to-day administrative workflow but will also play a critical role in implementing new processes, ensuring compliance, and managing a small team of two direct reports.

ROLE AND RESPONSIBILITIES

Scheduling & Resource Coordination:

- Coordinate and manage dispatch schedules for field technicians, energy auditors, or project crews across the greater Jacksonville/Northeast Florida area, optimizing routes for time and fuel efficiency.
- Oversee the master operational calendar, aligning administrative support with project milestones, client installations, or energy compliance deadlines.
- Supervise the General Administrator’s management of client bookings, service calls, and follow-ups to ensure high client satisfaction.

Financial Operation & GL Reporting:

- Manage day-to-day accounting tasks, including accounts payable (AP) and accounts receivable (AR).
- Prepare and maintain accurate General Ledger (GL) reporting and assist with month-end closing activities.
- Oversee expense tracking, invoice reconciliation, and basic financial documentation for corporate reporting.

Human Resources & Compliance:

- Facilitate on-the-ground HR functions, including onboarding new hires, maintaining employee files, and monitoring time tracking/payroll data.
- Manage and review vendor contracts, service agreements, and client service documentation.
- Ensure the office remains in compliance with local, state, and industry-specific regulations.

Fleet & Equipment Logistics:

- Oversee tracking, maintenance scheduling, and fuel card reconciliation for company service vehicles operating in the region.
- Implement controls for tracking specialized energy equipment, tools, and field materials stored at or dispatched from the Jacksonville facility.

Process Implementation & SOP Creation:

- Evaluate current administrative and operational workflows to identify inefficiencies.
- Design, document, and implement formal Standard Operating Procedures (SOPs) across all departments.
- Lead the rollout of new software, tools, and operational systems to streamline team productivity.

Sector-Specific Compliance & Safety:

- Maintain required safety documentation, coordinate regular safety training or tailgates for field/office staff, and ensure compliance with energy-specific local regulations (e.g., JEA coordination, municipal permits).
- Track and facilitate the renewal of local business licenses, contractor registrations, and regional environmental or utility permits required for energy operations.

Team Leadership & General Administration:

- Directly manage, mentor, and evaluate two team members: a Marketing Representative and a General Administrator.
- Oversee general facility operations, office supply procurement, and incoming corporate communications.
- Act as the primary point of contact for external vendors, landlords, and service providers.
- Serve as a Spanish/English liaison for clients, vendors, or team members as needed.