Operations and Business Manager

Job Description

Job Description

Part-Time / 2 days per week - days flexible

Office & Administrative Operations

• Ensure smooth day-to-day office function, including supplies, facilities, and equipment.
• Coordinate schedules, travel arrangements, and meeting logistics for leadership and staff.
• Handle internal and external communications, inquiries, and correspondence.
• Manage employee onboarding/offboarding and maintain confidential HR records.
• Maintain and improve digital and physical filing systems
• Serve as liaison with building management, service providers, and office vendors.
• Support events, marketing logistics, and administrative aspects of sales coordination.
• Keep the office tidy, professional, and optimized for productivity.

Business & Financial Support

• Liaise with our external accountant for bookkeeping, payroll, taxes, and audits.
• Primary responsibility for invoices, expenses, accounts payable/receivable, and ensure timely processing.
• Assist with budgeting, cost tracking, and internal financial reporting.
• Maintain legal documentation including NDAs, contracts, patents, and regulatory filings.
• Support compliance and administrative requirements for federal grants and SBIR awards.
• Coordinate timesheets and benefits administration.

Project & Process Optimization

• Support the leadership team and R&D staff in documentation, reporting, and logistics for grant-funded projects (DOE, USDA, etc.).
• Track deliverables, deadlines, and responsibilities using project management tools.
• Identify and implement process improvements to boost efficiency and organization.
• Ensure business continuity and systems scalability as the company grows.

Qualifications Required

• Bachelor’s degree in Business Administration, Operations, or a related field—or equivalent experience.
• 5+ years in operations, office management, or business administration—preferably in a tech, science, or R&D environment.
• Experience with QuickBooks (Online), Microsoft Office, AI tools, and cloud collaboration tools.
• Strong organizational and multitasking skills; excellent written and verbal communication.
• At least 1 year of bookkeeping or accounting support experience.
• Ability to work independently and interface confidently with external accountants, vendors, and agencies.

Preferred

• Experience working in a government-funded or SBIR/STTR research environment.
• Familiarity with federal grant compliance and documentation requirements.
• Knowledge of HR/payroll basics, and experience with benefits coordination.
• Exposure to project management or lean operations principles (e.g., PMP, Six Sigma).

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