Business Operations Manager, Architecture

2 weeks ago

Vaughan, Ontario, Canada Ware Malcomb Full time

The Business Operations Manager is a key member of the Ware Malcomb team, responsible for partnering with the office leader in all matters that affect the leadership, team management, staffing, project delivery, growth, and other decisions that impact the current and future business practices of the office or studio.

Key Responsibilities:
  1. Partner with the office and studio leader(s) to assess business operations based on a sound comprehension of the office financials, project portfolio, and practice fundamentals.
  2. Develop an organizational chart and discuss future position movements, hiring needs, or staffing loans to define each office's roadmap based on the office financials, skill sets, and project types.
  3. Vet candidates, interview, and hire top talent to ensure the office has the necessary resources to deliver exceptional results.
  4. Collaborate with the regional leader and regional business manager to create a weekly forecast update and action plan to business management leadership.
  5. Review all proposals and pursuits in collaboration with the office and group leaders and maintain the opportunity forecast to monitor incoming work.
  6. Ensure project fees are competitive with market rates and the scope is achievable via a work plan in Project Planner that's agreed upon by all parties involved.
  7. Work in tandem with the regional business operations manager to reassign staff to other offices and/or assist the office/group leader for staffing adjustments to achieve a balanced forecast.
  8. Review and stamp construction documents in the office.
  9. Review billing drafts completed by project managers and compare against the forecasts, prior to submitting to accounting.
  10. Ensure work plans in Project Planner are being developed by project managers and studio leader(s) leader while generating proposals, and monitor the Project Planners so that staffing correlates with revenue to maintain a minimum of 15% profit margin.
  11. Conduct weekly meetings with all project managers to review the Project Planner, Forecast updates, QA/QC process, project awareness reports, accounts receivable progress on any invoices over 80 days, client or consultant issues, and resource team status.
  12. Develop and monitor a strategic business plan that aligns with the company's overall goals and objectives.
  13. Build strong relationships and regularly utilize and connect with corporate enterprise team leaders (TPS, architecture design, interior design, accounting, marketing, IT, etc.), to discuss project performance to deliver the best service results.
  14. Responsible for ensuring a high level of client service that results in repeat business by implementing an effective QA/QC process for every project.
  15. Be a technical resource to staff and provide guidance and support as needed.
  16. Be alert for HR issues and discuss with your office and group leader.
  17. Foster a strong team atmosphere with a positive attitude and good morale.
  18. Responsible for all training across the office including technical, processes, software, financial management, and project management.
  19. Attend the annual Business Management Summit and disseminate the information to office staff.
  20. Discuss any liability concerns on projects with office and studio leaders.
Qualifications:
  • Preferred equivalent of a bachelor's degree in architecture, interior design, or civil engineering.
  • 8 years of practice experience and two years of project management experience leading successful project teams, inclusive of resource teams or equivalent business operations experience.
  • Excellent communication skills.

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