Operations Manager

Job Description

Join our team as a Shared Services Operations Manager. Shared Services supports finance, payroll, HR, and IT operations across KPFF. In this role, you’ll help keep our teams connected and supported—whether they work in-office or remotely—by managing operational needs, resources, and communications across locations. You’ll lead workplace and employee-experience efforts and partner with vendors and internal teams to ensure consistent, reliable support. You’ll also drive process and project improvements that strengthen how we work and scale best practices across the team.

What You’ll Be Doing:

Operations & Logistics

• Act as a visible point of contact for office logistics, contributing to a smooth and well‑run workplace.
• Own and maintain operational monthly and annual calendars and follow up with teams on deadlines throughout the year.
• Lead organization and archiving efforts, establishing processes to ensure records are maintained appropriately and addressing legacy file storage.
• Manage office equipment, furniture, and supplies, coordinating with employees and vendors to evaluate needs and costs.
• Partner with Communications team to ensure PowerPoint presentations and templates are consistent in formatting, branding, and presentation quality across Shared Services.
• Partner with cross-functional teams to develop and maintain standard operating procedures (SOPs).
• Coordinate incoming and outgoing mail as well as travel arrangements and expense reports for Principals and Directors as needed.
• Maintain and distribute annual business reference guides and quarterly Shared Services report to operations and leadership groups across KPFF.

Workplace Experience & Culture

• Work with the Director of People Services to facilitate and continuously improve employee onboarding, ensuring new employees feel welcome, prepared, and supported from day one.
• Serve as a community builder by creating opportunities for connection, and fostering team engagement through celebrations, social gatherings, and community service events.
• Develop and maintain an employee-facing SharePoint site, working with all teams to incorporate relevant and engaging content.
• Coordinate all internal meetings, including scheduling, technology, catering, agendas, and materials.
• Organize and schedule engineering project site visits for Shared Services employees.
• Track employee participation in KPFF’s internal education and professional development programs.

Insurance & Safety

• Partner with commercial insurance contact to support insurance and safety operations, including managing auto, property, workers' comp claims, and coordinating annual certificates of insurance (COIs).
• Serve as part of KPFF Safety Committee, co-developing presentations and reviewing safety policies
• Develop and execute safety onboarding, training, and ergonomic guidelines for Shared Services employes.

Qualifications

Who We’re Looking For:

• 6–9 years of experience in an office or professional setting. Previous office management experience preferred.
• Proficiency with Microsoft 365, including PowerPoint, Word, Excel, and SharePoint.
• Experience using a ticketing system to intake, track, and resolve requests.
• Demonstrated project management skills, with strength in people coordination and process execution.
• Experience partnering closely with senior leaders and principals.
• Highly organized and efficient with strong follow-through, prioritization, and time management.
• Strong interpersonal and communication skills; build culture through employee-focused processes.
• Proactive and self-directed; anticipates needs, identifies gaps, and acts without waiting for direction.

Physical Demands and Work Environment:

• Duties are typically performed in a normal office environment while sitting at a desk.
• Ability to actively engage with a computer for several hours per day and communicate over the telephone or virtual meeting platforms.
• May occasionally need to lift items up to 15 lbs.
• Work in downtown Seattle office 5 days/week, with flexible work hours between 7 am and 5 pm

Additional Information

Culture and Benefits:

At KPFF, we're not just coworkers; we're a vibrant community fueled by collaborative creativity, offering you the stage to leave a lasting mark through:

• Impact: Your work elevates the employee experience and ensures scalable, compliant operations.
• Autonomy + Support: Enjoy independence within a stable environment and collaborative team.
• Growth: Experience learning opportunities and the freedom to engineer better processes and solutions.
• Community: Be part of a purpose‑driven firm that invests in people and the communities we serve.

Benefits:

We are passionate about supporting our employees through flexible and comprehensive Benefits:

• 401(k) retirement savings plan with employer contribution 
• Medical insurance
• Dental insurance
• Vision insurance
• Health Savings Account (HSA) with employer contribution
• Healthcare and Dependent Care Flexible Spending Accounts (FSA)
• Life insurance
• KPFF Paid Family Leave 
• Short-term and Long-term disability insurance
• Paid Holidays (including two Floating Holidays)
• Paid Time Off (vacation, sick, jury duty)
• Subsidized ORCA bus/transit pass

Compensation:

The base salary for this role is competitive and will be determined based on the candidate's experience, education, and skills. The expected range for a qualified candidate with 6 - 9 years of experience is $90,000 – 110,000. Additionally, we offer performance-based bonuses to recognize and reward outstanding contributions in each Reporting Center. During the interview process, we'll address any questions you may have about the overall compensation package and benefits.

Work Authorization

This position is not eligible for visa sponsorship. Candidates must be authorized to work in the United States without sponsorship now or in the future.

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KPFF Consulting Engineers participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

KPFF Consulting Engineers is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, creed, ethnicity, national origin, religion, marital status, sex/gender (including sexual orientation or gender identity), pregnancy, veteran status, citizenship status, physical or mental disability, or any other protected basis.