In PersonPrimarily works in the San Francisco office; occasional travel to client offices and meetings throughout California may be required.
Administrative & Executive AssistanceAdministrative Support
About the job
Requirements
Five to seven or more years of experience in office administration, business operations, accounting support, human resources or recruiting, or project administration in a construction management, engineering, architecture, consulting, or professional services firm.
A degree in business, construction management, engineering, accounting, or architecture.
Working knowledge of Windows, Microsoft Word, Excel, Outlook, and PowerPoint.
Strong organization, communication, time management, and follow-through skills.
Ability to manage multiple priorities and meet deadlines with limited supervision.
Strong attention to detail and ability to maintain accurate records.
Comfort learning new software and technology.
Demonstrated ability to work as a team player and support coworkers across different functions.
Willingness to perform professional and routine administrative tasks as needed.
Ability to travel occasionally for meetings and business development activities.
Responsibilities
Lead project invoicing, billing, accounts payable and receivable, timesheets, and expense reports.
Support QuickBooks and project billing entries.
Track outstanding invoices and follow up as needed.
Coordinate with project managers to collect billing information and supporting documentation.
Maintain accurate financial and administrative records.
Support recruiting, job postings, resume screening, interview scheduling, and onboarding.
Maintain employee records, human resources documents, paid time off records, and benefits information.
Assist with employment documentation and routine human resources administration while maintaining confidentiality of employee and company information.
Monitor and organize requests for proposals, requests for qualifications, and business opportunities.
Assist with proposals, statements of qualifications, resumes, forms, and submission requirements.
Prepare proposal checklists and track deadlines and required deliverables.
Coordinate with management, project managers, and consultants to obtain information.
Maintain company resumes, project descriptions, certifications, qualifications, and marketing materials.
Assist with pre-proposal meetings and other business development activities.
Provide administrative and technical support to project managers and company leadership.
Prepare and update Excel spreadsheets, reports, trackers, schedules, and project documents.
Assist with document control and electronic project and company files.
Support cost tracking, reporting, proposal documentation, and project administration.
Work with Microsoft Office, SharePoint, PDF and document management systems, and project management software.
Learn and support construction and project management systems as needed.
Support the day-to-day operation of the San Francisco office and coordinate administrative needs for Oakland, San Jose, Los Angeles, and other project locations.
Assist with office supplies, vendors, facilities, equipment, and administrative services.
Maintain organized company records and administrative procedures.
Follow up with employees and project staff for required information, timesheets, documents, and other deliverables.
Work collaboratively with company teams and provide support wherever needed, including data entry, filing, scanning, copying, document preparation, spreadsheet updates, and records maintenance.
Provide backup support to accounting, human resources, business development, project management, and other functions.
Take on additional assignments and time-sensitive tasks as directed by management; take ownership of assignments and follow through to completion.
Desired Qualifications
Experience with a construction management, engineering, architecture, consulting, or professional services firm.
Experience with QuickBooks or similar accounting software.
Experience with SharePoint, PDF or document management, or project management software.
Public agency, construction, requests for proposals or proposal, contract, or project controls experience.
Company: Dabri, Inc. Location: San Francisco, CA Employment Type: Full-Time, In-Person (8:00 AM – 5:00 PM)
About Dabri, Inc.
Dabri, Inc. is a Program and Construction Management consulting firm providing program management, construction management, project controls, owner representation, and advisory services to public agencies and private clients. Our work includes major water and wastewater, transportation and transit, airports, tunnels, bridges, roads, facilities, and other capital improvement programs throughout California. Dabri works with public agencies, contractors, engineering firms, consultants, and other project stakeholders.
Position Summary
Dabri is seeking a hands-on, organized, and dependable Assistant Office Operations Manager to support the day-to-day operations of the company and its project teams. This is a multifunctional position involving office administration, accounting and billing support, HR and recruiting, business development/RFP support, and technical/project administration. The position will primarily work from Dabri’s San Francisco office while supporting company offices and project operations in Oakland, San Jose, Los Angeles, and other California locations.
The successful candidate must be a team player who is willing to help wherever needed. This position is not limited to HR, accounting, recruiting, or any single function. The individual must be comfortable performing both higher-level administrative/business support and routine tasks such as data entry, document preparation, scanning, filing, spreadsheet updates, and document organization when required.
Key Responsibilities
Accounting & Billing Support
Lead project invoicing, billing, accounts payable/receivable, timesheets, and expense reports.
Support QuickBooks and project billing entries.
Track outstanding invoices and follow up as needed.
Coordinate with project managers to collect billing information and supporting documentation.
Maintain accurate financial and administrative records.
HR & Recruiting Support
Recruiting, job postings, resume screening, interview scheduling, and onboarding.
Maintain employee records, HR documents, PTO records, and benefits information.
Assist with employment documentation and routine HR administration.
Maintain confidentiality of employee and company information.
Business Development & RFP/Proposal Support
Monitor and organize RFPs, RFQs, and business opportunities.
Assist with proposals, SOQs, resumes, forms, and submission requirements.
Prepare proposal checklists and track deadlines and required deliverables.
Coordinate with management, project managers, and consultants to obtain information.
Maintain company resumes, project descriptions, certifications, qualifications, and marketing materials.
Assist with pre-proposal meetings and other business development activities.
Occasional travel to client offices, meetings, and pre-proposal meetings throughout California may be required.
Technical & Project Administration Support
Provide administrative and technical support to project managers and company leadership.
Prepare and update Excel spreadsheets, reports, trackers, schedules, and project documents.
Assist with document control and electronic project/company files.
Support cost tracking, reporting, proposal documentation, and project administration.
Work with Microsoft Office, SharePoint, PDF/document management systems, and project management software.
Learn and support construction and project management systems as needed.
Office & Business Operations
Support the day-to-day operation of the San Francisco office.
Coordinate administrative needs for Oakland, San Jose, Los Angeles, and other project locations.
Assist with office supplies, vendors, facilities, equipment, and administrative services.
Maintain organized company records and administrative procedures.
Follow up with employees and project staff for required information, timesheets, documents, and other deliverables.
Teamwork & General Administrative Support
Work collaboratively with all company teams and provide support wherever needed.
Be willing to perform routine administrative work, including data entry, filing, scanning, copying, document preparation, spreadsheet updates, and records maintenance.
Provide backup support to accounting, HR, business development, project management, and other functions.
Take on additional assignments and time-sensitive tasks as directed by management.
Maintain a positive, cooperative, and professional attitude.
Take ownership of assignments and follow through to completion.
Understand that responsibilities may change based on company and project needs.
Qualifications
5–7+ years of experience in office administration, business operations, accounting support, HR/recruiting, project administration in construction management, engineering, architecture, consulting, or professional services firm
Degree in business, construction management, engineering, accounting or architecture
Experience with a construction management, engineering, architecture, consulting, or professional services firm is highly desirable.
Strong working knowledge of Windows, Microsoft Word, Excel, Outlook, and PowerPoint.
QuickBooks or similar accounting software experience preferred.
Experience with SharePoint, PDF/document management, or project management software is a plus.
Strong organization, communication, time management, and follow-through skills.
Ability to manage multiple priorities and meet deadlines with limited supervision.
Strong attention to detail and ability to maintain accurate records.
Comfortable learning new software and technology.
Demonstrated ability to work as a team player and support coworkers across different functions.
Willingness to perform both professional and routine administrative tasks when needed.
Public agency, construction, RFP/proposal, contract, or project controls experience is a plus.
Ability to travel occasionally for meetings and business development activities.
Ideal Candidate
The ideal candidate is a well-rounded business professional who is organized, proactive, dependable, technology-oriented, and willing to learn. We are looking for someone who can manage multiple responsibilities, communicate professionally, work independently, and pitch in wherever the team needs support. If you are interested in working in dynamic and challenging environments, submit your resume with your expected salary and three references.
Benefits
Medical, dental, and vision benefits
401(k) retirement plan
Paid time off (PTO)
Paid holidays
Professional development and growth opportunities
Opportunity to work on major public infrastructure and construction programs
Salary: $50,000–$70,000 per year, depending on qualifications and experience
Equal Employment Opportunity
Dabri, Inc. is an Equal Opportunity Employer. We value a professional, respectful, and collaborative workplace.