Office Operations Manager Jobs in Virginia

Overview

JZ Structural Consulting, Inc. (JZSC) is seeking an Office & Operations Coordinator to be the in-office anchor of the firm: a first point of contact for clients and a key person in day-to-day project and billing operations. JZSC is a structural engineering firm in Chantilly, VA, and has served clients for more than 20 years.

We are a small, close-knit firm of about 10 people, mostly engineers on a multicultural team. Several long-time staff work remotely, so this on-site role keeps the office and the team connected. This is a long-term position for someone who wants to build a career with us.

JZSC runs its operations on a new system built on Microsoft 365 (SharePoint lists, Power Apps, and automated workflows) that connects projects with billing and payments. We will train you on the system directly. This role operates it every day: entering and checking data, starting each step at the right time, and keeping records accurate.

Duties

1) Microsoft 365 SharePoint operations and Power BI Reports

Operate and maintain project and business records in SharePoint, support automated workflows, and use Power BI reports to monitor project activity, billing, payments, and operational performance.

2) Project intake

• Create new projects from accepted quotes and enter project details: client, address, contract amount, team, design engineer, and project manager
• Set up project and business folders using the firm's templates and workflows
• Keep project status and tracking lists up to date for engineers and management

3) Invoicing and billing

• Share billing and client responsibilities with the firm's remote office administrator, with each of you serving as the other's backup
• Prepare and issue client invoices through the firm's invoice app, including line items, deposits, and amounts previously paid
• Maintain the Billing Master List and track invoices from issue to payment
• Record payments received by check, ACH, Zelle, and credit card
• Follow up on overdue invoices and prepare simple accounts-receivable reports
• Monitor and manage the firm's shared client inquiry and billing email inboxes, ensuring timely responses and appropriate follow-up.

4) Client communication

• Answer phone calls, emails, and walk-in visitors professionally
• Respond to client questions about project status, invoices, and payments, and route technical questions to the right engineer
• Send quotes, invoices, and project documents to clients

5) Front desk and office support

• Maintain the office calendar, schedule meetings, and handle mail and deliveries
• Order office supplies and support general administrative needs
• Support human resources administration, confidential information handling, and training and development coordination.

6) Training and system migration

• Learn the firm's clients, billing practices, and daily operations from the office administrator
• Train with the President on the new operations system
• Migrate project documents from the firm's old SharePoint site into the new system, following set rules for structure and file naming, so the old site can be archived and retired
• Coordinate day to day with in-office and remote team members

Qualifications

Required Qualifications

• Experience in office administration, business operations, customer service, or a related role.
• Hands-on experience with invoicing, billing, or accounts receivable.
• Proficiency in Microsoft 365, particularly Outlook, Excel, Word, Teams, and SharePoint.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities independently.
• Professional written and verbal communication skills.
• Ability to identify problems, take initiative, and follow through without constant supervision.
• Willingness to learn new software, follow established procedures, and work collaboratively with a multicultural team.
• Ability to work full-time, on-site in Chantilly, Virginia.

Preferred Qualifications

• Experience with Power BI, Power Apps, or business management software.
• Knowledge of bookkeeping, payroll, budgeting, and financial reporting.
• Experience in engineering, architecture, construction, or other project-based businesses.
• Experience coordinating office operations, vendors, and administrative processes.
• Experience supervising or training employees.
• Bachelor's degree in business administration, accounting, finance, management, engineering, or a related field preferred; equivalent professional experience will also be considered.

Compensation: Starting salary is based on qualifications and experience. A performance and compensation review will be conducted after the 90-day introductory period, with potential salary adjustments based on demonstrated performance.

Relocation: Out-of-state applicants are welcome. Candidates must be willing to relocate at their own expense. This is a full-time, on-site position in Chantilly, Virginia.

Pay: $52,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Ability to Commute:

• Chantilly, VA 20152 (Preferred)

Ability to Relocate:

• Chantilly, VA 20152: Relocate before starting work (Preferred)

Work Location: In person