Director of Operations
3 days ago
Honolulu
Job Description About the Role: The Director of Operations will lead the full scope of QRSE’s internal operations, ensuring seamless execution across administrative, logistical, financial, and compliance functions. This role serves our leadership, field, remote, and support staff by providing the tools, systems, and support needed to perform efficiently. Key responsibilities include oversight of bookkeeping, invoicing, payroll, HR coordination through the PEO, recruiting, onboarding and offboarding, employee reviews, internal training (Litmos), event planning, vendor management, equipment tracking, business licenses and certifications, marketing, and contract and policy administration. The Director will also serve as QRSE’s in-house financial team, managing all aspects of cash flow, invoicing, AR/AP and reporting. As the firm embraces AI and technology to scale operations, this position will play a critical role in implementing digital tools and integrated systems. Federal and/or DOT contracting experience is a plus. Work Style & Expectations: This is a highly hands-on role in a fast-growing, 45-person company preparing for its next phase of maturity. The ideal candidate is visionary yet grounded—capable of turning operational complexity into simple, scalable systems. You should thrive in a high-accountability environment, comfortable both developing strategic frameworks and handling day-to-day execution. Success in this role means managing systems, coordinating with vendors and staff, troubleshooting problems quickly, and building repeatable, efficient processes. You’ll lead financial operations (payroll, AR/AP, budgeting), oversee HR in collaboration with the PEO, manage internal Litmos training and inspector certification tracking, and ensure compliance readiness. You'll also own internal and external communications, website updates, proposal development, and event logistics. Expectations include embracing tools like ChatGPT, Airtable, Motion, Ajera and emerging platforms to improve efficiency. Experience with vendor platforms, managing remote and in person support staff (e.g., “the Alfreds”), and setting up dashboards is highly valued. Flexibility, curiosity, and a proactive mindset—combined with a willingness to take ownership—are key to thriving in this role. Key Responsibilities: The Director of Operations is ultimately accountable for delivering results across all functions outlined below. While QRSE has existing support staff in place (including the Alfreds and others), the Director is expected to actively lead, train, and, when needed, personally perform tasks in each domain. Delegation is expected—but only after establishing clear systems, training others effectively, ensuring accountability at every level, and evaluating or adjusting staff levels as necessary to meet the job's requirements. Minimum Qualifications: • Bachelor’s degree in business, operations management, or a related field. 5+ years of experience in operations management, preferably in a similar industry (construction, engineering, or professional services)., • At least 2 years of experience in federal contracting and contract management., • Proven experience managing teams and overseeing operational logistics., • Master’s degree in business or related field., • Experience with federal contracting processes and regulations., • Own and Execute Internal Operations, • Serve as the primary executor for all back-office operations; not just oversight, but full implementation., • Build repeatable systems to replace informal or ad hoc processes currently dependent on leadership intervention., • Identify operational gaps, document processes, and implement scalable solutions that reduce dependence on any one individual., • Automate and document all operations workflows and procedures., • Elevate and report on issues preventing full implementation or “stoppers” preventing full compliance., • Financial Management, • Purchase order, expense reports and receipts - file, audit and reconcile., • Coordinate tax filings, insurance renewals, and budgeting processes in collaboration with leadership., • HR & PEO Oversight, • Directly manage the relationship with the PEO, ensuring timely follow-through on all HR processes and issues., • Lead recruiting, hiring, onboarding, offboarding, and employee recordkeeping with minimal reliance on leadership to step in., • Management of employee softskill assignments, completion and filing of MBA, PXT and DISC., • Oversee the employee review process, working with Leads to ensure consistency and follow-through on development plans., • Track and recommend employee rates, bonuses and end of year raises., • Training and Tracking, • Manage the internal training function using Litmos—develop content, track completion, and ensure training requirements are met, including overseeing training and soft skill development, such as DISC, Managing by Appreciation, and PXT training by Wiley., • Build scalable modules to support rapid growth., • Register and track employee certifications., • Technology & Systems Integration, • Evaluate and implement digital tools (e.g., ChatGPT, Airtable, Motion, SharePoint) to improve workflow and efficiency., • Collaborate with internal teams to assess software needs and lead integration of systems for project management, field engineering, and design., • Work with the Tech Team to create dashboards and internal tools to reduce information silos and increase transparency for leadership and staff., • Troubleshoot user issues and train staff to adopt and consistently use digital platforms., • Vendor, Vehicle, Equipment, and Office Facility Oversight, • Identify, evaluate, and manage all vendors, including those for PPE, office equipment, field tools, vehicle services, and IT systems., • Oversee procurement, contracts, and renewals to ensure cost-effective, high-quality solutions., • Develop and maintain strong vendor relationships to support long-term service and timely delivery., • Track and assign equipment (including phones and computers and equipment), monitor maintenance schedules, and oversee asset lifecycle across field and remote teams., • Manage office logistics including office mail, packages, supplies, and phone systems—with 24/7 accountability., • Receive, document and deposit all checks timely., • Office cleaning and tenant support., • Marketing, Proposals, and Communication, • Coordinate maintenance of QRSE’s website, firm résumé, project details and staff bios database., • Coordinate creation and updates to staff résumés., • Support the development of proposals, marketing materials, templates, social media and presentations., • Ensure messaging (internal and external) is consistent with QRSE’s voice and values., • Event Planning & Cultural Leadership, • Plan and execute internal company events and external client-facing functions., • Model a culture of preparation, professionalism, and celebration., • Contract Administration, • Track contract milestones, renewals, and end dates., • Collaborate with legal counsel and partners to ensure vendor/service agreements meet all federal and state regulations., • Maintain accurate, audit-ready contract files and support prime/subcontractor compliance tracking., • Propose and negotiate project rates, • Update project rates into Ajera. Update as new employees added., • Policy Development & Compliance, • Write, update, and enforce internal policies and SOPs to support consistency and legal compliance., • Conduct periodic internal audits for tax, labor, and insurance compliance., • Lead implementation of operational best practices in collaboration with the Executive Leadership Team., • Operational Field Support, • Provide direct operational support to field engineers and designers—ensuring they have what they need, when they need it., • Coordinate logistics for materials, transporting, servicing, and storing field equipment, supplies and vehicles., • Identify and eliminate inefficiencies in communication, materials delivery, and inter-team coordination., • Directly supervises the operations team, providing guidance and support to ensure effective performance., • This position operates in an office environment, with occasional exposure to construction sites and outdoor conditions., • Regularly required to sit, use hands to manipulate computer input devices, and talk or hear., • Occasionally required to stand, walk, and reach with hands and arms., • Full-time, Monday through Friday, 7:00 a.m. to 4:00 p.m. HST, • In office as required 2-5x per week., • Occasional travel will be required for vendor meetings, site visits, or neighbor island operations management., • Use of personal vehicle mileage outside of commuting will be reimbursed.