Operations Manager (Coordination & Administration)

Keep contracts, assignments, timesheets, billing, and commissions running smoothly at Windows Management Experts.

About Windows Management Experts (WME)

Windows Management Experts (WME) is a Microsoft-focused consulting and staffing organization specializing in Microsoft 365, Azure, IT infrastructure, cybersecurity, digital workplace solutions, and technology staffing. We help organizations solve complex technology challenges while providing highly qualified IT professionals to support business growth.

Position Summary

The Operations Manager is responsible for overseeing the administrative and operational processes that support the company’s staffing, consulting, and professional services business. This role works closely with Sales, Delivery, Recruiting, Finance, and external consultants to ensure assignments, contracts, payroll, billing, timesheets, commissions, and CRM records are accurate and up to date.

Contract & Engagement Administration

• Coordinate with Sales and Delivery teams to execute NDAs, work orders, Statements of Work (SOWs), staffing agreements, and other client engagement documentation
• Ensure consultant agreements are fully executed for both Contractors and W-2 employees
• Verify that agreements include accurate payment terms, assignment details, billing rates, and engagement durations
• Maintain organized records for all active client engagements and consultant assignments

Staffing Operations & Assignment Management

• Work closely with the Staffing team to ensure all orders, placements, and assignments are entered accurately into Avionté
• Ensure assignments are configured properly for timesheet entry and approval workflows
• Maintain accurate assignment records and update the system as projects, rates, or staffing requirements change
• Coordinate with Recruiters and Account Managers to ensure ownership, placement attribution, and reporting structures are properly assigned

Timesheet Management

• Monitor weekly consultant timesheet submissions
• Follow up with consultants regarding missing or incomplete timesheets
• Ensure client approvers are properly assigned and approve time in a timely manner
• Approve timesheets when client or partner approval is unavailable
• Escalate timesheet issues that may impact payroll or billing

Payroll & Commission Administration

• Partner with the Bookkeeper to prepare weekly payroll and contractor payments
• Ensure contractor payment terms are followed accurately
• Support monthly sales commission calculations and payout preparation
• Work with Sales, Delivery, and Finance teams to validate commission assignments and revenue attribution
• Assist with payroll audits and reconciliation activities as needed

Billing & Financial Operations

• Coordinate with the Bookkeeper to ensure approved time is invoiced accurately and promptly
• Verify billing information, assignment details, and invoice accuracy before processing
• Work with the Staffing team to ensure direct-hire placements are billed correctly
• Monitor operational data to minimize billing discrepancies and revenue leakage

CRM & Operations Administration

• Maintain accurate records in Dynamics CRM and Avionté
• Ensure customer, consultant, assignment, and opportunity information remains current and complete
• Support reporting requirements related to staffing operations, payroll, commissions, assignments, and billing
• Collaborate with Sales and Delivery leadership to improve operational workflows and data accuracy

Issue Resolution & Escalation

Identify and proactively resolve operational issues affecting assignments, payroll, billing, and consultant management. Escalate concerns to Sales and Delivery leadership, including:

• Missing or unapproved timesheets
• Customer satisfaction concerns
• Assignment discrepancies
• Billing issues
• Consultant payment concerns

Partner with internal stakeholders to ensure timely resolution of operational challenges.

Required Skills

• Strong organizational and project coordination skills
• Excellent attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Strong problem-solving and follow-up skills
• Effective verbal and written communication skills
• Ability to work cross-functionally with Sales, Delivery, Recruiting, and Finance teams

Required Systems & Tools