Senior Manager, Project Administration & Contracts
Position Overview
This is a hands-on senior role for someone who has carried out this work before: built the process, knew the system, and trained the team. You will improve and build upon our existing system, not just maintain it.
Key Responsibilities
ERP Transition: Operational Implementation
Operational Validation
SOP Authorship & Process Library Ownership
Billing Integrity Review & Root Cause Analysis
PA Lead Management
Process Library Ownership
Cross-Functional Operations
Contract & Commercial Administration
Required Skills & Qualifications
Demonstrated ownership, not participation, of the operations side of an ERP or major system migration, carried end to end
Direct functional experience with a complex, project-based AEC/professional-services ERP (Kantata/Mavenlink, Deltek Vantagepoint/Vision, Unanet, Ajera, BST, or equivalent), including project accounting, billing configuration, and revenue recognition
Personally owned billing reconciliation in a T&M and/or Fixed Fee environment: found the gap, traced the cause, and changed the process, not just flagged it
Managed staff with real performance accountability: reviews, performance conversations, and holding people to standards, not task coordination
Built system-specific SOPs and workflows from scratch, tied to actual system screens, fields, and steps, not conceptual process maps
Track record of driving compliance without positional authority, influence through documentation and escalation, with a clean paper trail
Strong written communication; a significant portion of this role's output is documentation that must stand on its own without the author present
Builder disposition: plans ahead, takes initiative, methodical, has own views and challenges ideas constructively, high integrity
Preferred Skills & Qualifications
Deeper fluency in AEC Industry project-financial logic: how a professional-services firm bills, recognizes revenue, and structures projects
Experience in a lean administrative structure where you were simultaneously doing, building, and enforcing, not just delegating all execution to a large team
Background in a firm that operates both T&M and Fixed Fee/Lump Sum project types with distinct billing and revenue recognition treatment
Exposure to AI/automation tools (Claude, Cowork, or similar) used to build real workflow efficiencies, a signal of curiosity and workflow instinct
Work Environment
Hybrid - 4 days/week in the office(s), 1 day remote if desired; either at VEC HQ in San Francisco or our East Bay office in Tracy, CA
Compensation Range
$160,000–$190,000 + benefits