Manager, Design-Build Business Operations

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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