CYTRIC is seeking an experienced, highly organized, and proactive Business Operations & Contracts Manager to oversee the day-to-day administrative and operational functions of our growing engineering and government-contracting company.
This individual will serve as a central point of coordination between company leadership, project managers, engineers, subcontractors, vendors, customers, accounting, insurance providers, and other business partners.
The ideal candidate must be comfortable working independently, following up with multiple project teams, tracking invoices and contracts, monitoring deadlines, maintaining company records, and making sure administrative and contractual requirements do not fall through the cracks.
This position requires someone who is detail-oriented and persistent and who can actively obtain updates from engineers and project managers rather than simply waiting for information to be provided.
Experience working with federal government contracts, engineering/construction companies, or professional services organizations is strongly preferred.
Key Responsibilities
Invoicing & Accounts Receivable
- Prepare, track, and coordinate customer invoices for multiple projects and contracts.
- Work with project managers and engineers to obtain supporting documentation necessary for monthly invoicing.
- Maintain an invoice tracker showing:
- Contract value
- Amount invoiced
- Amount paid
- Outstanding balance
- Remaining contract value
- Invoice submission date
- Payment status
- Follow up on outstanding invoices and coordinate with customers regarding payment status.
- Maintain supporting documentation for labor, materials, subcontractors, equipment, and other reimbursable costs.
- Coordinate invoice submissions through customer and government systems when required.
- Assist management with monthly revenue, billing, and accounts-receivable reporting.
Government Contract Administration
- Maintain organized records for federal government contracts, task orders, modifications, purchase orders, and subcontract agreements.
- Track contract periods of performance, funding, ceiling amounts, deliverables, invoicing requirements, and important deadlines.
- Assist management with contract modifications, renewals, extensions, and task-order documentation.
- Review contracts for administrative requirements and maintain a compliance checklist for each project.
- Maintain records necessary to support federal contracting requirements.
- Assist with FAR-related administrative requirements and government customer documentation.
- Coordinate required documentation with Contracting Officers, CORs, project managers, subcontractors, and vendors.
- Maintain documentation for audits and contract closeouts.
- Monitor government portals and systems applicable to company contracts.
Project Administration & Engineer Coordination
- Obtain regular updates from project managers and engineers regarding active projects.
- Maintain a master list of all active projects including:
- Project name
- Customer
- Contract number
- Project manager
- Contract value
- Schedule
- Current status
- Upcoming milestones
- Invoice status
- Outstanding deliverables
- Risks and action items
- Follow up with engineers on overdue reports, schedules, proposals, invoices, submittals, and customer requests.
- Assist leadership in preparing weekly project-status meetings.
- Prepare and distribute meeting minutes and action-item lists.
- Track assigned action items and follow up until completion.
- Maintain project folders and ensure important documentation is properly filed.
- Coordinate internal deadlines between engineering, accounting, vendors, and management.
Employee Time & Labor Tracking
- Collect and review employee and contractor timesheets.
- Ensure employee hours are properly assigned to the correct project or contract.
- Follow up on missing or incomplete timesheets.
- Maintain employee PTO, holiday, and attendance records.
- Assist accounting and management with payroll-related reporting.
- Monitor project labor usage against budgets when required.
- Prepare regular reports showing employee hours by project.
Insurance & Corporate Compliance
- Coordinate company insurance requirements including:
- General Liability
- Workers' Compensation
- Automobile Liability
- Professional Liability
- Umbrella/Excess Liability
- Request and maintain Certificates of Insurance.
- Coordinate Additional Insured and Waiver of Subrogation requirements.
- Track insurance expiration dates and renewals.
- Work with insurance brokers to obtain coverage required by customers and government contracts.
- Maintain corporate licenses, registrations, and business certifications.
- Track expiration and renewal dates for required company registrations and certifications.
- Assist with maintaining federal, state, and local business registrations.
Subcontractor & Vendor Administration
- Maintain subcontractor agreements, W-9s, insurance certificates, and required compliance documentation.
- Track subcontractor invoices and payments.
- Verify subcontractors maintain required insurance and certifications.
- Maintain an approved vendor and subcontractor database.
- Assist project managers with obtaining vendor and subcontractor quotations.
- Issue and track purchase orders when required.
- Maintain records of vendor pricing and purchasing activity.
Office & Business Operations
- Manage general day-to-day office administrative activities.
- Purchase office supplies, equipment, software subscriptions, and other business necessities.
- Maintain records of company equipment assigned to employees.
- Coordinate office vendors and service providers.
- Manage company subscriptions and recurring services.
- Assist with onboarding and offboarding employees and contractors.
- Coordinate laptops, phones, email accounts, badges, office access, and other onboarding requirements.
- Maintain organized electronic company records and standardized folder structures.
- Assist leadership with correspondence, reports, letters, forms, and internal documentation.
Proposal & Business Development Support
- Assist management and engineering teams with preparing proposals, quotations, and cost documentation.
- Maintain a list of active proposal opportunities and submission deadlines.
- Track proposals from initial opportunity through submission and award.
- Coordinate required information from engineers, subcontractors, and vendors.
- Maintain company qualification packages, project descriptions, resumes, certifications, and past-performance documentation.
- Assist with government registration and certification documentation.
- Maintain an organized database of previously submitted proposals and pricing.
Financial & Management Reporting
Prepare weekly or monthly management reports covering items such as:
- Outstanding customer invoices
- Upcoming invoices
- Accounts receivable
- Contract balances
- Project status
- Proposal status
- Employee labor hours
- Subcontractor commitments
- Insurance and certification expirations
- Upcoming contract deadlines
- Outstanding customer deliverables
- Action items requiring management attention
The Business Operations & Contracts Manager should proactively identify administrative, contractual, or financial issues and bring them to management's attention before they become problems.
Required Qualifications
- Bachelor's degree in Business Administration, Accounting, Finance, Contract Management, Project Management, or a related field preferred.
- Minimum 3–5 years of relevant business operations, contract administration, project administration, accounting support, or office-management experience.
- Strong organizational and follow-up skills.
- Experience preparing and tracking invoices.
- Ability to manage multiple projects, deadlines, contracts, and priorities simultaneously.
- Strong Microsoft Excel skills.
- Strong Microsoft Word, Outlook, Teams, and general Microsoft Office skills.
- Ability to create and maintain detailed tracking spreadsheets and reports.
- Strong written and verbal communication skills.
- Ability to communicate professionally with customers, engineers, subcontractors, government personnel, and company leadership.
- Ability to work independently with limited supervision.
- High attention to detail and ability to identify missing information or upcoming deadlines.
- Must be legally authorized to work in the United States.
Preferred Qualifications
- Experience working for a federal government contractor.
- Familiarity with federal government contracts and FAR requirements.
- Experience supporting engineering, electrical, mechanical, construction, facilities, or technical-services contracts.
- Experience with government invoicing or contract-management systems.
- Experience with QuickBooks or similar accounting software.
- Experience with Microsoft Project, SharePoint, Teams, Bluebeam, Procore, or similar project-management systems.
- Experience administering subcontract agreements and purchase orders.
- Familiarity with government proposal preparation and task-order contracts.
- Experience maintaining Certificates of Insurance and corporate compliance records.
- Experience tracking project budgets, labor hours, and contract funding.
Ideal Candidate
The ideal candidate is someone who enjoys creating structure and keeping an organization organized.
This person should be comfortable calling or messaging a project manager and saying, "I need your project update, hours, invoice backup, and outstanding action items today."
We are looking for someone who will take ownership of administrative and operational responsibilitiesnot someone who simply waits for instructions.
As CYTRIC continues to grow, this individual will help develop better systems, procedures, trackers, and processes for managing the company.
Work Environment
This is a hybrid position supporting CYTRIC's operations and projects primarily in the Bethesda, Maryland area.
The employee will work a combination of office and remote days based on company and project requirements. Occasional visits to project sites or customer locations may be required.
Benefits
- Competitive compensation
- Health insurance
- Paid time off
- Paid holidays
- Professional growth opportunities
- Opportunity for increased responsibility as the company grows
CYTRIC LLC is a Maryland-based engineering, construction, and project management company specializing in electrical, mechanical, and critical infrastructure systems. We support federal and commercial clients with reliable technical solutions focused on safety, performance, and long-term system reliability.
Our capabilities include electrical power distribution, generators and emergency power systems, switchgear and breaker testing, SCADA and building automation, preventive maintenance, MEP construction and upgrades, commissioning, and technical project management.
CYTRIC works closely with clients, engineers, specialty contractors, and facility teams to successfully execute complex projects in active and mission-critical environments. Our approach combines strong project management with practical field experience, detailed documentation, and a commitment to safety, quality, and responsive customer service.
CYTRIC LLC Engineering. Infrastructure. Reliability.
