Business Operations Manager/ Director

Red Clover HR•Newark, NJ

1d•$80,000 - $100,000

About The Position

Topology is all about collaborative planning and people centered community development. Our team helps public and private clients articulate clear goals, guide investment, and use creativity to manage the planning process. We lead projects and seek community consensus while meeting multiple bottom lines. We produce master plans, neighborhood plans, redevelopment plans, and site plans that are effective, feasible, and catalytic. We are effective project managers and problem solvers. We seek an Executive Assistant who is ready to shape the future of our workplace and help drive impact from behind the scenes. We’re a tight-knit, forward-thinking team that thrives on efficiency, creativity, and collaboration. We’re looking for someone who is organized, proactive, and energized by the opportunity to support both our people and our leadership. From onboarding new talent to helping manage the CEO’s day-to-day, you’ll be at the heart of our operations. At Topology, we believe strong internal systems are the foundation for doing transformative work externally. Join us and help build that foundation. About the role: As the Business Operations Manager/ Director, you will serve as the central leader of internal business functions at Topology. Reporting to the CEO, you will manage the Operations Team and oversee the effectiveness of the firm’s operations across general operations, finance, accounting, legal, IT, and strategic analysis, with a strong emphasis on day-to-day operations and business process management. You will oversee core operational and administrative functions, including office operations (mail, deposits, supplies, and vendor coordination), document and file management systems (SharePoint or equivalent), permit and compliance logistics, and the development of process documentation and operational playbooks to ensure consistency and scalability. You will partner with leadership to manage financial performance, including budgeting, forecasting, reporting, and revenue tracking. Responsibilities include oversight of accounts receivable and payable, bank accounts, cash flow, payroll coordination and compliance, and support for billing and invoicing processes in coordination with the bookkeeper. You will ensure accurate financial records, reconciliations, internal controls, and coordination with external advisors. You will support project and contract administration, including coordination with project managers, tracking contract deliverables, insurance certificates, and required documentation. You will also support the RFP and proposal process as needed, ensuring deadlines, documentation, and internal coordination are effectively managed. You will oversee company insurance programs, manage contracts in coordination with legal counsel, and maintain financial platforms, vendor relationships, and operational systems. This includes oversight of IT systems, software, hardware, and system access, as well as coordination with external IT providers and support for employee onboarding from a technology perspective. You will evaluate vendors, software, and tools on an ongoing basis to ensure alignment with business needs and operational efficiency, while maintaining visibility across operational responsibilities to support cross-training and reduce single points of failure. You will lead and support administrative and operations staff, fostering accountability and collaboration, and identify and communicate operational or team-related challenges to leadership. You will analyze financial and operational data to support decision-making, including evaluating project performance, utilization, and long-term forecasting. Ultimately, this role ensures that Topology’s internal operations, systems, and strategy are aligned to support the firm’s mission, financial health, and continued growth.

Requirements

Bachelor’s degree in Finance, Accounting, Business Administration, or related field
5–7+ years of experience in business operations, financial management, or small business leadership
Strong experience in accounts receivable, accounts payable, budgeting, and financial reporting
Knowledge of cash flow management, reconciliations, and financial controls
Experience overseeing payroll processes and payroll tax reporting
Proficiency in Microsoft Office Suite, particularly Excel
Experience with accounting, project management, and time tracking systems
Experience managing IT systems, vendors, and technology implementations
Experience with vendor management and contract coordination
Strong analytical, organizational, and problem-solving skills
Ability to manage multiple priorities and projects in a fast-paced environment
Proven ability to lead, develop, and support team members, fostering accountability, collaboration, and a positive team environment
Excellent written and verbal communication skills

Nice To Haves

Experience working with public or government entities is a plus

Responsibilities

manage the Operations Team and oversee the effectiveness of the firm’s operations across general operations, finance, accounting, legal, IT, and strategic analysis, with a strong emphasis on day-to-day operations and business process management
oversee core operational and administrative functions, including office operations (mail, deposits, supplies, and vendor coordination), document and file management systems (SharePoint or equivalent), permit and compliance logistics, and the development of process documentation and operational playbooks to ensure consistency and scalability
partner with leadership to manage financial performance, including budgeting, forecasting, reporting, and revenue tracking
oversight of accounts receivable and payable, bank accounts, cash flow, payroll coordination and compliance, and support for billing and invoicing processes in coordination with the bookkeeper
ensure accurate financial records, reconciliations, internal controls, and coordination with external advisors
support project and contract administration, including coordination with project managers, tracking contract deliverables, insurance certificates, and required documentation
support the RFP and proposal process as needed, ensuring deadlines, documentation, and internal coordination are effectively managed
oversee company insurance programs, manage contracts in coordination with legal counsel, and maintain financial platforms, vendor relationships, and operational systems
oversight of IT systems, software, hardware, and system access, as well as coordination with external IT providers and support for employee onboarding from a technology perspective
evaluate vendors, software, and tools on an ongoing basis to ensure alignment with business needs and operational efficiency, while maintaining visibility across operational responsibilities to support cross-training and reduce single points of failure
lead and support administrative and operations staff, fostering accountability and collaboration, and identify and communicate operational or team-related challenges to leadership
analyze financial and operational data to support decision-making, including evaluating project performance, utilization, and long-term forecasting