Office and Operations Manager

Sales Intake & CRM Coordination

Serve as the first point of contact for inbound leads via shared inbox and voicemail.
Respond to inquiries and gather essential project details.
Enter and maintain all lead information in HubSpot CRM.
Organize billing and project details to support proposal development.
Coordinate internally to ensure all scope and pricing inputs are collected.
Maintain pipeline visibility and ensure timely follow-up on all leads.

Sales Support & Proposal Tracking

Support the sales process through consistent communication and administrative coordination.
Track proposal status and follow up with prospects until a decision is reached.
Flag high-priority opportunities or risks for leadership.
Remind leadership and engineering teams of proposal deadlines and required inputs.

Project Setup & Billing Administration

Once a contract is signed, you’ll:
Enter client and project information into Monograph.
Initiate deposit/retainer invoicing.
Set up project phases for accurate time tracking.
Coordinate with internal teams to ensure proper billing setup.

Proposals, Contracts & Change Orders

Serve as the primary client contact during the proposal phase.
Answer administrative questions and guide contracts to execution.
Draft and issue change order letters for additional services.
Coordinate with engineering leads to document scope, pricing, and justification.
Track change order approvals and enter them into Monograph.
Maintain organized records of contracts, amendments, and POs.
Ensure PO numbers are correctly entered for accurate invoicing.

Bookkeeping & Payroll Support

Reconcile QuickBooks transactions weekly and monthly.
Monitor cash flow, including payroll and accounts payable.
Prepare monthly P&L reports for leadership.
Track accounts receivable and follow-up on invoices past 15 days.
Communicate with clients regarding overdue balances and issue formal notices.
Review biweekly timesheets and maintain payroll tracking.
Process payroll through Gusto and sync data with QuickBooks.
Schedule and manage vendor payments in alignment with cash flow.

Regulatory Compliance & Licensing

Track and manage all business, professional, and corporate registration renewals.
Prepare and submit required filings (e.g., BPOL, state registrations)
Maintain organized compliance records.
Serve as point of contact for government agencies and regulatory bodies.
Monitor compliance requirements to ensure the company remains in good standing.

Benefits

Competitive salary, commensurate with experience
Health, dental, vision insurance options.
A life and disability plan and retirement plan options
Paid Holidays (11 Federal Holidays observed annually)
Paid time off (13 days during first two years; 19 days after two years of employment)
Collaborative, growth-focused work environment

About DeMarr Engineering

DeMarr Engineering is a civil engineering and land-development firm based in Arlington, VA, known for its design-build approach, hands-on engineering style, and strong integration with its parent site-contracting company. The firm combines civil engineering, environmental engineering, land surveying and construction support under one roof, allowing it to manage projects from early feasibility through final occupancy.

Why Join Us

Meaningful work supporting a growing engineering/technical services team
A collaborative environment where your organizational strengths shine
Opportunities to improve processes and shape operational systems
A role with variety — sales, finance, projects, and compliance

Qualifications

Thrive in a detail-heavy, process-driven environment
Enjoy organizing information, systems, and workflows
Communicate clearly and professionally with clients and internal teams
Comfortable working with CRMs, accounting tools, and project management systems
Manage multiple deadlines without losing accuracy
Take initiative and proactively solve problems

Skills

Strong organizational skills
Attention to detail
Excellent communication and interpersonal skills
Proficiency in CRM, accounting tools, and project management systems

Pay

Competitive salary, commensurate with experience

Schedule

Full-time position

Equal Opportunity Employer

DeMarr Engineering is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, age, disability, genetic information, marital status, sexual orientation, gender identity, veteran status, or any other protected characteristic under federal, state, or local law. We are committed to providing an inclusive and welcoming environment for all employees.