Job Number: J0826-0433 Job Type: Full Time Job Category: Project Management Salary: Open Manager, Design-Build Business Operations Reports To: Ownership / Senior Leadership Location: Kirkland, QC Employment Type: Full time, Permanent Key Responsibilities Sales Operations & Pipeline Management • Own the administrative and operational management of the Design-Build sales pipeline. • Ensure opportunities, proposals, follow-ups, expected close dates and sales stages are accurate and current. • Establish and monitor sales KPIs, conversion rates, pipeline value, aging opportunities and salesperson activity. • Hold sales team members accountable for timely follow-ups and accurate opportunity management. • Prepare sales forecasts and provide leadership with clear visibility into upcoming work and expected revenue. • Monitor sold projects to ensure contracts, deposits, documentation and internal requirements are completed before handoff. • Coordinate and/or facilitate regular sales pipeline meetings. • Identify stalled opportunities and ensure appropriate action is being taken. • Continuously improve the sales process from initial inquiry through signed contract.

Design-Build Business Operations • Oversee the administrative workflow of Design-Build projects from sale through completion and invoicing. • Ensure clean and consistent handoffs between Sales, Operations, Accounting and Administration. • Monitor project setup, documentation, billing readiness, change orders, deposits and closeout requirements. • Maintain visibility into Design-Build backlog and upcoming workload. • Work closely with operations and accounting to identify projects requiring invoicing or administrative follow-up. • Identify gaps that could result in delayed billing, missed revenue, incomplete documentation or poor client experience. • Ensure department information and systems remain accurate and current. • Coordinate administrative requirements associated with municipal and commercial clients when applicable.

Performance Management & Reporting • Develop and maintain a meaningful Design-Build department scorecard. • Establish measurable KPIs across sales, operations and administrative performance. • Prepare weekly and monthly reporting for leadership. • Monitor trends and proactively flag performance issues or operational risks. • Translate data into clear action items rather than simply reporting numbers.



• Continuously evaluate whether existing measurables are providing useful information and develop new ones when required.

Systems & Process Improvement • Become a power user of company’s operational and CRM systems, including Aspire and related technology. • Develop, document and continuously improve department procedures and SOPs. • Identify inefficient, unclear or inconsistent workflows and implement solutions. • Build processes that are practical, measurable and easy for employees to follow. • Improve data integrity and ensure team members are consistently using systems as intended. • Develop dashboards, reports, templates and tools that improve visibility and accountability. • Look for opportunities to automate or simplify repetitive administrative processes. • Lead implementation of new processes and ensure they are adopted by the team.

Team Coordination & Accountability • Provide operational oversight and structure to the Design-Build sales and administrative functions. • Establish clear expectations, deadlines and follow-up procedures. • Follow up consistently with team members on outstanding items. • Support salespeople while also holding them accountable for required processes and measurables. • Coordinate across departments to resolve issues before they become bottlenecks. • Facilitate effective communication between Sales, Operations, Accounting and Leadership. • Create an environment of accountability while maintaining positive and professional working relationships.

Client & External Stakeholder Support • Assist with escalated or complex client communications when required. • Communicate professionally with commercial clients, municipal representatives and other external stakeholders. • Ensure commitments made to clients are properly documented and communicated internally. • Help resolve administrative or communication issues that could negatively affect the client experience. • Maintain a high standard of professionalism in all external communication.

Leadership & Executive Support • Act as a trusted operational partner to Ownership and senior leadership. • Take loosely defined ideas,



problems or priorities and turn them into structured action plans. • Conduct analysis and research to support leadership decisions. • Maintain visibility on important outstanding items and ensure appropriate follow-up occurs. • Proactively identify issues rather than waiting for leadership to discover them. • Support special projects and company initiatives as required. • Provide leadership with concise, reliable information about the health of the Design-Build department.

What Success Looks Like The Manager, Design-Build Business Operations is successful when: • Leadership can quickly understand the health of the Design-Build department through accurate reporting and meaningful KPIs. • The sales pipeline is consistently accurate and actively managed. • Salespeople understand their expectations and are held accountable to them. • Opportunities do not disappear because of missed follow-ups. • Sold work moves cleanly from Sales into Operations. • Deposits, documentation, change orders and invoicing do not fall through the cracks. • Projects are invoiced accurately and on time. • Department processes are documented, repeatable and consistently followed. • Problems are identified and addressed proactively. • Leadership spends less time chasing information and following up on administrative details. • The department becomes increasingly organized, predictable and scalable.

Experience & Qualifications • 5+ years of experience in business operations, sales operations, commercial operations, project controls, construction administration or a related role. • Previous experience managing complex workflows involving multiple departments or stakeholders. • Experience developing KPIs, dashboards and management reporting. • Strong Excel/Google Sheets skills. • Experience with CRM, ERP or project-management software. • Experience in landscaping, construction, engineering, architecture, property development or another project-based industry is considered a strong asset. • Experience working directly with ownership or senior executives is considered an asset. • Strong written and verbal communication skills.

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📌 Manager, Design-Build Business Operations (Kirkland)
🏢 Groom & Associates
📍 Kirkland