Administrative Services Manager

Job Description Job Description Take the next step in your career with a premier DFW based structural design and forensic engineering firm in Plano, TX, that provides the personal atmosphere of a small company with the benefits of a large company. Our growing engineering firm is seeking a full-time Administrative Services Manager. A successful candidate will be a strategic leader responsible for overseeing the administrative functions of the organization, ensuring efficient operations, and supporting the company's overall objectives. This role includes managing the project coordination team, handling financial systems, and coordinating key organizational activities. Essential Functions · Manage and mentor the Project Coordination team to foster a high-performance environment. · Coordinate and oversee PTO cover for the team · Consult on departmental client relations communications · Lead and coordinate weekly team meetings to ensure alignment with organizational goals and key information is disseminated. · Prepare agenda and attend weekly management meetings · Plan and oversee monthly administrative team meetings · Oversee the QuickBooks system for accurate financial reporting and management · Work with Accountant and Project Coordination Team on collections to ensure company cash flow remains stable · Ensure all time sensitive financial tasks are planned and completed accordingly to meet deadlines, coordinate with external accountants on complex accounting tasks · Oversee, process and review accounting invoices to ensure proper documentation and budget analysis · Review and coordinate payments for vendor bills · Manage subcontractor projects and payments · Coordinate with accounting and management team to review payroll data and process semi-monthly paychecks, 401K, and tax payments · Manage and maintain the office calendar to ensure the company schedule for the year is planned · Plan and complete department onboarding and offboarding procedures · Facilitate continuous improvement in department processes · Run and analyze reports to provide insights into various administrative functions and operational effectiveness. · Oversee firm and license renewals for multiple states · Create and maintain client contact lists for various marketing campaigns · Oversee quality control procedures and run spot checks to ensure data integrity and company policies and procedures are adhered to · Identify department staffing needs, coordinate with Human Resources for recruitment Qualifications: · Bachelor’s degree in Business Administration, Management, Finance, or a related field or 10 years of industry experience. A Master’s degree or relevant certifications (e.g., CPA, CMA) is a plus. · Minimum of 5 years of experience in administrative management, with a proven track record of leading teams and managing financial systems. · Strong leadership and team management abilities. · Proficient in QuickBooks. · Excellent organizational and time-management skills. · Ability to analyze data and generate actionable insights. · Strong communication and interpersonal skills. · Experience in event planning and coordination. Company Description Benefits: •\tHealth Insurance o\tMedical insurance - company pays an industry-leading 70% of the cost for you and your dependents o\t100% company paid Vision and Dental coverage for you, your spouse and child(ren) o\t100% company paid Accident, Critical Illness (including cancer), and Hospital Insurance for you, your spouse and child(ren) o\t100% company paid Short-term and Long-term disability for employees o\t100% company paid Basic Life and Supplemental Life Insurance for you, your spouse, and child(ren) o\t$500 allowance for the birth of a child o\t12 weeks maternity leave company paid •\tTime Off (31 days total) o\t15 days PTO prorated o\t10 paid holidays o\t4 paid floating holidays (one per quarter) o\t2 paid volunteer days •\t401K o\tEligible after 60 days of service o\tIncludes up to 4% match o\tNo vesting period •\tTenure o\t5-Year Anniversary - Additional 5 days PTO accrued per calendar year for a total of 20 days o\t10-Year Anniversary - Additional 5 days PTO accrued per calendar year for a total of 25 days, plus an additional 5 days of PTO and up to $10,000 expenses reimbursed towards a one-time sabbatical o\tMentor program o\tContinuing education •\tCompensation o\tAnnual bonus pro-rated based on start date o\tStudent debt assistance up to $300 per month for 5 years for job-related degrees o\tStraight time available to be paid for eligible salaried and exempt positions (non directors/managers) working more than 43 hours per week o\tWellness reimbursement of $75 per month o\tNight out reimbursement of $75 per month o\tCell phone reimbursement of $15 per month o\t$5,000 referral bonus (for a successfully hired colleague) o\tTSA Pre-Check Reimbursement o\tCLEAR reimbursement Company Description Benefits:\r\n•\tHealth Insurance\r\no\tMedical insurance - company pays an industry-leading 70% of the cost for you and your dependents\r\no\t100% company paid Vision and Dental coverage for you, your spouse and child(ren)\r\no\t100% company paid Accident, Critical Illness (including cancer), and Hospital Insurance for you, your spouse and child(ren)\r\no\t100% company paid Short-term and Long-term disability for employees\r\no\t100% company paid Basic Life and Supplemental Life Insurance for you, your spouse, and child(ren) \r\no\t$500 allowance for the birth of a child\r\no\t12 weeks maternity leave company paid\r\n\r\n•\tTime Off (31 days total)\r\no\t15 days PTO prorated\r\no\t10 paid holidays\r\no\t4 paid floating holidays (one per quarter)\r\no\t2 paid volunteer days\r\n\r\n•\t401K\r\no\tEligible after 60 days of service\r\no\tIncludes up to 4% match\r\no\tNo vesting period\r\n\r\n•\tTenure\r\no\t5-Year Anniversary - Additional 5 days PTO accrued per calendar year for a total of 20 days\r\no\t10-Year Anniversary - Additional 5 days PTO accrued per calendar year for a total of 25 days, plus an additional 5 days of PTO and up to $10,000 expenses reimbursed towards a one-time sabbatical\r\no\tMentor program\r\no\tContinuing education\r\n\r\n•\tCompensation\r\no\tAnnual bonus pro-rated based on start date\r\no\tStudent debt assistance up to $300 per month for 5 years for job-related degrees\r\no\tStraight time available to be paid for eligible salaried and exempt positions (non directors/managers) working more than 43 hours per week\r\no\tWellness reimbursement of $75 per month\r\no\tNight out reimbursement of $75 per month\r\no\tCell phone reimbursement of $15 per month\r\no\t$5,000 referral bonus (for a successfully hired colleague)\r\no\tTSA Pre-Check Reimbursement\r\no\tCLEAR reimbursement

Location: Plano, Texas, US

Posted Date: 7/2/2025