DeMarr Engineering is a unique civil engineering firm with a parent site contracting company, making us one of the only true design-build land development firms. We are a small, yet effective engineering firm; our engineers are more hands-on with a wider range of skills than other typical civil engineering firms. Join our team today to find out firsthand how you can learn new skills, tackle impressive projects and achieve career-growth at an always-growing and employee-first company.

Office and Operations Manager

About DeMarr Engineering

DeMarr Engineering is a civil engineering and land‑development firm based in Arlington, VA, known for its design‑build approach, hands‑on engineering style, and strong integration with its parent site‑contracting company. The firm combines civil engineering, environmental engineering, land surveying and construction support under one roof, allowing it to manage projects from early feasibility through final occupancy.

Why Join Us

• Meaningful work supporting a growing engineering/technical services team
• A collaborative environment where your organizational strengths shine
• Opportunities to improve processes and shape operational systems
• A role with variety — sales, finance, projects, and compliance

About the Role

We’re looking for a highly organized, detail‑driven Office and Operations Manager to support our sales pipeline, project setup, bookkeeping, and compliance functions. If you enjoy keeping systems running smoothly, staying ahead of deadlines, and being the person who ensures nothing falls through the cracks, this role will put your strength to work every day.

You’ll collaborate closely with leadership, the engineering team, and clients to keep our operations efficient, accurate, and compliant — from the first client inquiry through project completion and billing.

Sales Intake & CRM Coordination

• Serve as the first point of contact for inbound leads via shared inbox and voicemail
• Respond to inquiries and gather essential project details
• Enter and maintain all lead information in HubSpot CRM
• Organize billing and project details to support proposal development
• Coordinate internally to ensure all scope and pricing inputs are collected
• Maintain pipeline visibility and ensure timely follow‑up on all leads

 

Sales Support & Proposal Tracking

• Support the sales process through consistent communication and administrative coordination
• Track proposal status and follow up with prospects until a decision is reached
• Flag high‑priority opportunities or risks for leadership
• Remind leadership and engineering teams of proposal deadlines and required inputs

Project Setup & Billing Administration

Once a contract is signed, you’ll:

• Enter client and project information into Monograph
• Initiate deposit/retainer invoicing
• Set up project phases for accurate time tracking
• Coordinate with internal teams to ensure proper billing setup

Proposals, Contracts & Change Orders

• Serve as the primary client contact during the proposal phase
• Answer administrative questions and guide contracts to execution
• Draft and issue change order letters for additional services
• Coordinate with engineering leads to document scope, pricing, and justification
• Track change order approvals and enter them into Monograph
• Maintain organized records of contracts, amendments, and POs
• Ensure PO numbers are correctly entered for accurate invoicing

Bookkeeping & Payroll Support

• Reconcile QuickBooks transactions weekly and monthly
• Monitor cash flow, including payroll and accounts payable
• Prepare monthly P&L reports for leadership
• Track accounts receivable and follow-up on invoices past 15 days
• Communicate with clients regarding overdue balances and issue formal notices
• Review biweekly timesheets and maintain payroll tracking
• Process payroll through Gusto and sync data with QuickBooks
• Schedule and manage vendor payments in alignment with cash flow

 

 Regulatory Compliance & Licensing

• Track and manage all business, professional, and corporate registration renewals
• Prepare and submit required filings (e.g., BPOL, state registrations)
• Maintain organized compliance records
• Serve as point of contact for government agencies and regulatory bodies
• Monitor compliance requirements to ensure the company remains in good standing

You’ll Be Great in This Role If You:

• Thrive in a detail‑heavy, process‑driven environment
• Enjoy organizing information, systems, and workflows
• Communicate clearly and professionally with clients and internal teams
• Are comfortable working with CRMs, accounting tools, and project management systems
• Can manage multiple deadlines without losing accuracy
• Take initiative and proactively solve problems

Required Qualifications

• Associate or bachelor’s degree in business administration, accounting, finance, or equivalent work experience, preferred.
• Two or more years of office administration, bookkeeping, accounting support, or related experience.
• Working knowledge of bookkeeping principles, accounts payable, accounts receivable, reconciliations, and basic financial reporting.
• Experience coordinating payroll, benefits administration, or HR-related documentation.
• Proficiency with Microsoft Office, especially Excel and Word.
• Experience with accounting software such as QuickBooks, Gusto, or comparable systems.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills.
• High attention to detail and commitment to accuracy.
• Ability to handle confidential information with discretion and professionalism.
• Problem-solving skills and a proactive approach to improving office processes.

Benefits

• Competitive salary, commensurate with experience
• Health, dental, vision insurance options. A life and disability plan and retirement plan options
• Paid Holidays (11 Federal Holidays observed annually)
• Paid time off (13 days during first two years; 19 days after two years of employment)
• Collaborative, growth-focused work environment

DeMarr Engineering is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, age, disability, genetic information, marital status, sexual orientation, gender identity, veteran status, or any other protected characteristic under federal, state, or local law. We are committed to providing an inclusive and welcoming environment for all employees.