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Operations Manager (Port Townsend)
MSA Environmental
compensation:
$25.00 to $30.00
employment type:
part-time
experience level:
mid level
job title:
Operations Manager
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This is a great opportunity to join MSA Environmental, a small, mission-driven team who applies our scientific expertise to meet environmental sustainability and regulatory requirements in the Northwest’s marine, shoreline, and wetland environments.
MSA is seeking a part-time Operations Manager to keep our environmental consulting business running smoothly. This multifaceted role has essential duties in financial operations, business development, and office administration. If you enjoy variety, are highly organized, and want to contribute to a team that values collaboration, science, and community this could be a good fit for you.
Your ideal schedule would be to work on-site in our waterfront office with some ability to work from your home office. You could set your schedule working Monday through Frida with varying hours between 20-24 hours a week.
Compensation: $25.00 - $30.00 DOE
Responsibilities include:
Direct daily office operations to ensure a highly efficient and organized work environment.
Manage vendor relationships, including IT services, office maintenance, and utility providers, ensuring cost-effective and timely service.
Oversee inventory management and procurement strategies for supplies, equipment, and company materials to ensure budget alignment and availability.
Maintain the integrity of physical and digital filing systems, establishing protocols for data management.
Administer the accounts payable and receivable processes, ensuring accuracy, timeliness, and adherence to company financial policies.
Assist with and coordinate bi-weekly payroll processes, ensuring compliance and accuracy.
Perform regular financial audits of expenses and receipts to maintain QuickBooks data integrity.
Contract & Project Systems Administration
Own the intake and setup process for new clients and projects within BigTime (or current Project Management software), ensuring all project parameters are correctly defined.
Coordinate and audit the contract lifecycle, from generation to execution, ensuring all documentation is compliant, accurate, and properly archived.
Ensure project compliance by verifying insurance certificates, W-9s, and necessary contract documentation for all subcontracts.
Produce high-level operational reports for leadership, providing visibility into project status and financial health.
Optimize CRM data integrity and usage protocols to support business development efforts.
Establish and maintain quality control standards for marketing content (resumes, SOQs, web content), ensuring professional and consistent output.
Oversee membership renewals, subcontractor registrations, and project opportunity monitoring, ensuring deadlines and requirements are met.
Partner with the Business Development team in the execution of RFP/RFQ, estimates and proposals.
Lead the logistics for internal meetings, field visits, and conferences, serving as the primary point of contact for operational needs.
Identify inefficiencies in existing workflows and develop, document, and implement streamlined procedures.
Manage company info@ email account
Attend assigned company meetings
Assist with other duties as assigned to support MSA’s mission and daily operations
Position Requirements
3–5 years of office operations or administrative management experience in a small-business setting.
Proficiency in Microsoft Office Suite and Google Workspace; proven ability to administer and configure operational software (e.g., QuickBooks, CRM, or Project Management tools).
Process Improvement Mindset: Demonstrated ability to evaluate existing workflows, identify bottlenecks, and implement effective solutions.
Strong data management skills: Accuracy and speed in handling multiple complex data sets and financial records.
Education: Coursework or degree in Business, Finance, or a related field (preferred).
Skills and Abilities
Autonomy: High degree of initiative; capable of identifying and resolving issues without direct supervision.
Analytical Thinking: Able to interpret data and financial information to support decision-making.
Effective Communication: Clear, professional, and collaborative, capable of explaining complex procedural topics to varied audiences.
Project Management: Skilled in organizing moving targets, managing competing deadlines, and prioritizing the needs of multiple departments.
Resilience: Adaptable to changing priorities and able to maintain professionalism and accountability under pressure.
Benefits
Accrued sick leave, Dental and Vision Insurance, Profit Sharing Bonus, Home Office Stipend, and bring your dog to work!
- Principals only. Recruiters, please don't contact this job poster.