Operations Manager - CetraRuddy : Job Details

CetraRuddy is an award-winning global architecture, planning and interior design firm driven by design excellence and the belief that Architecture Is Home. For three decades, the firm has led with a guiding principle that architecture and design must engage context and enrich the human spirit, seeking opportunities to craft innovative solutions and lead clients on their journeys toward building a new legacy. The firm's portfolio of work is defined by crafted details, innovative use of materials and contextual sensitivity across various market sectors including residential, hospitality, educational, cultural, and commercial.At CetraRuddy, an award-winning global architecture, planning, and interior design firm, we are dedicated to design excellence and believe that Architecture Is Home. For over 30 years, we've engaged with context and enriched the human spirit through innovative and crafted solutions across residential, hospitality, educational, cultural, and commercial projects.We are seeking a collaborative Operations Manager to join our forward-thinking team. This pivotal role ensures the seamless coordination of staffing, resources, operational efficiency, and project success. The ideal candidate will excel at managing workflows, aligning staffing needs, and facilitating continuous project execution from beginning to completion.As an essential member of the team, you will work closely with senior leadership and our design team to oversee staffing plans, operational tools, project schedules, and profitability analysis. You'll play a key role in improving workflows, fostering team communication, and maintaining alignment across all phases of project delivery. Your ability to lead, organize, and communicate effectively will contribute significantly to the success of both individual projects and the firm as a whole.The ideal candidate is an analytical problem solver and effective communicator, adept at balancing details and big-picture thinking. Experience in staffing management, operational optimization, and architectural or design processes is critical. Familiarity with tools like Ajera and Mosaic is a plus, as is the ability to create systems that drive firm-wide success. This is a unique opportunity to contribute meaningfully to a dynamic, collaborative team and help shape the future of a leading architecture and design firm.We offer a supportive environment, hybrid-optional work flexibility, and a fully comprehensive benefits package.Responsibilities

• Proposal & Contract Management: Oversee the proposal process, including drafting content, coordinating with project leads, and supporting efficient project kick-offs. Collaborate with leadership to develop proposals and contracts, ensuring profitable fees and realistic schedules and timelines.
• Project Coordination: Organize and lead kick-off meetings, establish project folders, and set up initial cash flow plans. Communicate project updates to ensure alignment and smooth execution. Participate in wrap-up meetings to document and assess project outcomes.
• Staffing Management: Develop and maintain project staffing plans that align with budgets and deliverables. Monitor team assignments and efficiency, address conflicts and improvements, and provide recommendations for resource optimization. Partner with HR to provide input on recruitment needs and candidate evaluations, ensuring hires align with operational goals.
• Strategic Leadership Support: Provide regular updates to senior leadership, including the Managing Director and Principals, on design studio activities such as staffing, project forecasting, and operational improvements.
• Client Communication & Profitability: Maintain communication with clients regarding scope, fees, and deliverables. Monitor project profitability by addressing scope changes, ensuring adherence to agreements, and providing insights during project close-outs.
• Tool Maintenance and Optimization: Manage operational tools like Ajera and Mosaic, ensuring data accuracy, adherence to best practices, and effective usage across the firm.

Skills/Requirements

• Bachelor's degree in business administration, architecture, or related field (Master's degree preferred).
• 6+ years of experience in operational roles within architecture, design, or related industries.
• Strong analytical skills with the ability to assess project plans, staffing needs, and operational workflows.
• Exceptional organizational and time management skills, capable of prioritizing multiple responsibilities.
• Demonstrated leadership and communication skills, able to collaborate effectively with diverse teams and senior leadership.
• Proficiency in understanding architectural project phases, building systems, and contracts.
• Commitment to fostering a collaborative and forward-thinking workplace culture.
• Can successfully manage multiple tasks across various projects while effectively guiding and meeting deadlines in a fast-paced environment.
• Has a deep understanding of professionalism, punctuality, organization, and strong communication skills.
• Willingness to participate in industry events and firm-wide activities to foster professional development and networking.

Programs/Software

• Mosaic, Ajera (preferred).
• AutoCAD, Revit (experience with architecture-specific workflows a plus).
• Microsoft Office Suite, Adobe Suite, Bluebeam.
• Experience in generating and analyzing KPIs using operational software or data platforms.

Pay Range: The salary is estimated between $110,000 - $120,000 plus bonuses and benefits, contingent on relevant experience.Why CetraRuddyOur comprehensive benefit package includes a competitive salary, medical, dental, vision, disability, flexible spending accounts, paid holidays and paid time off. We offer a 401K with a yearly company match contribution. In addition to numerous other benefits, we have a hybrid work environment, with the option to work remotely on Mondays & Fridays. CetraRuddy is an equal opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability, or protected veteran status, transgender, gender identity or expression, observance of the Sabbath, political activities, caregiver status, unemployment status, use of a service dog, criminal/arrest record, credit history, lawful use of any product or lawful recreational activities when not at work, traits historically associated with race, religious attire or facial hair, reproductive health decisions, citizenship or immigration status. CetraRuddy takes affirmative action in support of its policy to and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.