Job Details

Job DescriptionJob DescriptionPosition Summary

We are seeking a strategic, detail-oriented, and experienced Business Operations Manager to lead and optimize operational, financial, and administrative functions across Orion Engineers & Associates and Orion Construction Services. This key leadership role ensures operational excellence, financial health, compliance, and organizational effectiveness as the firm continues to grow in Hawaii and beyond. The ideal candidate will work closely with the Managing Principals, Marketing Manager, and Business Administration teams to streamline internal processes and support a collaborative, high-performing environment.
Key Responsibilities

Financial Oversight

• Track and project cash flow weekly, including payables (vendors, subconsultants, payroll) and receivables (client payments).
• Develop and manage the company's annual budget with Managing Principals; monitor billable/non-billable forecasts.
• Review the general ledger monthly and coordinate adjustments with U.S. accountants.
• Perform monthly financial reconciliation, including revenue, retainage, and bank registry. Oversee Business Administrative Coordinate (BAC) with weekly reconciliation of the bank registry for vendor and subconsultant payments and deposits.
• File and pay monthly/quarterly taxes for all offices (HI, WA, MA, & CA); support year-end financial reporting and tax preparation.
• Manage project invoicing setup, ensure client compliance, and follow up on Aged-AR; support BAC in timely billing cycles.
• Manage accounts payable tasks: vendor setup, W-9 processing, subconsultant payments, and off-cycle payment handling.
• Monitor company financial metrics including utilization, backlog, profitability, aged AR, and OH rate.

Operations Management

• Update and implement the company's Quality Management System (QMS), ensuring consistent application of processes, continuous improvement practices, and alignment with industry standards and client requirements.
• Lead organizational risk management strategies, including operational, financial, legal, and reputational risk assessments; coordinate with legal and HR teams to mitigate cross-functional risk exposures.
• Review and execute client and subconsultant contracts; consult legal counsel and inform leadership of any risk items.
• Manage business insurance renewals and ensure contractual compliance with insurance requirements.
• Coordinate lease agreements and new office setup needs including IT, furniture, and infrastructure.
• Oversee payroll processing, timesheet accuracy, and expense reporting in Ajera and ADP.
• Ensure proper business licensing and renewals across jurisdictions.
• Supervise and mentor administrative and IT staff, conducting regular reviews and performance development.
• Serve as the backup for critical business administration functions.

Honolulu Office Leadership

• Manage daily office operations and ensure staff needs are met.
• Oversee and work with HR/Administration Manager on onboarding of new hires and promote team development and mentorship.
• Support project tracking and performance analysis for all offices.
• Coordinate with the Business Administration Coordinator for office moves, facilities set up, and logistics.

Qualifications

• Bachelor's degree in Business Administration, Finance, Operations Management, or related field.
• 8+ years of progressive experience in business operations, ideally within engineering, construction, or professional services.
• Strong understanding of financial reporting, contracts, budgeting, and team leadership in a small business setting.
• Proficiency with Microsoft Office and project/financial software (Ajera ).
• Familiarity with Hawaii-based public-sector clients (e.g., HDOT-Airports and City & County of Honolulu) is a plus.
• PMP or similar certification .
• Must reside on Oahu and able to commute to Honolulu office.

What We Offer

• Competitive salary and performance-based bonuses
• Medical, dental, and vision insurance
• Life Insurance
• 401K with Company Match
• Paid time off and holidays
• Professional development support
• Collaborative team environment rooted in integrity, service, and local values

To Apply:

Please submit your resume and a brief cover letter to ...@orionea.com or apply through our career page at www.orionea.com.

We look forward to welcoming a dedicated operations leader to our growing Orion ohana.