Job Description

A well-established firm based in Santa Monica is seeking a highly organized and detail-oriented Operations & Contract Manager to join their collaborative team. This is a hands-on role with high visibility across the organization, ideal for someone who thrives in a dynamic environment and enjoys both structure and problem-solving. You’ll be responsible for managing all aspects of contract administration and supporting the operational side of external consultant billing and documentation. This is an excellent opportunity for someone with strong organizational skills and an interest in business operations, contracts, and light financials.

Operations & Contract Administration

• Prepare and update client and consultant contracts based on firm templates
• Track contract terms, scopes, deadlines, and deliverables in coordination with leadership
• Maintain organized filing systems for all signed agreements and operational documentation
• Assist in reviewing consultant scopes and fee proposals to ensure accuracy and consistency
• Support project closeout processes related to consultant documentation and billing

Financial & Billing Support

• Collaborate with accounting to ensure accurate records and reporting
• Assist in managing consultant billing: invoice tracking, compliance checks, and documentation flow
• Maintain systems and tools related to contract and billing operations
• Help project teams estimate hours and build out fee proposals
• Work closely with firm leadership to support ongoing and upcoming contract needs
• Communicate with consultants and clients to ensure timely delivery of required information
• Identify process improvements to streamline contract and operational workflows

Desired Qualifications

• 8+ years of experience in contract administration, business operations, or billing support
• Experience with team management and mentorship
• Bachelor’s degree or equivalent professional experience
• Strong attention to detail, organizational skills, and follow-through
• Proficiency in Microsoft Office and/or Google Workspace
• Experience with billing systems or project management tools a plus (Deltek Ajera) preferred but not required)
• Strong written and verbal communication skills

Salary range: $120,000 – $130,000 base plus benefits

Location: Santa Monica, CA | Hybrid ( Fridays remote)

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