Administrative Operations Manager at The Hatcher Group

Description

The Hatcher Group is seeking a proactive and detail-oriented Administrative Operations Manager. In this role, you will support core operational functions that ensure accuracy, efficiency, and a seamless experience for internal teams. You will play a key role in executing accounting tasks, supporting firm operations, and driving improvements that strengthen the team and organizational workflows.

The ideal candidate is an effective communicator and highly organized professional with a passion for operational excellence. You are comfortable managing multiple priorities independently, thrive in collaborative environments, and bring a solutions-oriented mindset to process management. You value precision, clear communication, and are always looking for ways to enhance efficiency and deliver exceptional service.

Our flexible-first work culture empowers you to deliver your best work in a hybrid setting. While remote work is a regular part of our operations, applicants must be based in the DC Metropolitan area. This position requires office attendance in Bethesda, MD at least two days per week for office management and in-person collaboration.

What You’ll Do

In this role, you will work closely with the Vice President of Finance and Administration and the Vice President of Talent and Culture to support and execute firm operations. Key responsibilities will include:

Finance and Administration

• Monitoring client budgets, project staffing, and resource allocation.
• Receiving, verifying, and reconciling vendor invoices and credit card transactions for a portfolio of clients to ensure accuracy and proper authorization before payment.
• Processing payments to vendors via electronic transfers (ACH).
• Communicating with vendors to resolve inquiries and ensuring that payments and transactions comply with company policies, procedures, and financial regulations.
• Preparing and reconciling monthly client invoices for goods and services rendered, along with accounts receivable reporting and month-end reconciliations for the portfolio of clients.
• Managing the firm’s documents, records, and archives, including client files, internal policies and procedures, and administrative matters.
  
  

Talent and Culture

• Overseeing office operations and infrastructure, including supply management, maintenance requests, mail distribution, visitor log maintenance, IT support, and vendor coordination.
• Coordinating onboarding and offboarding processes to facilitate a smooth employee experience.
• Partnering with firm leadership and managers to coordinate and execute strategic initiatives.
• Processing monthly employee reimbursements and expenses in compliance with company policies.
• Reviewing and approving semi-monthly timesheets.
• Assisting with talent acquisition through the applicant tracking system, including screening, interviewing, and candidate selection.
• Maintaining accurate records for quarterly and annual compliance reporting.
  
  

The team uses a variety of platforms to execute responsibilities, including Sage Intacct, Databasics, Monday.com, Paylocity, and Box. While previous experience with these systems is not a requirement for consideration, experience with Sage Intaact is strongly preferred. The Administrative Operations Manager will be expected to learn the platforms through on-the-job training and self-paced training.

We are pleased to offer a competitive salary range of $75,000 to $88,000 per year for this position, tailored to your experience and aligned with our internal standards. Join us and enjoy a comprehensive benefits package that includes robust healthcare coverage, generous paid time off, and continuous learning opportunities. Plus, take advantage of monthly perks, a home office fund, and a supportive community with in-office snacks and social events!

Requirements

What You’ll Bring

• 10+ years of related experience in business administration
• Demonstrated ability to learn new systems and become a proficient user
• Knowledge of Microsoft Office, specifically Excel
• Ability to prioritize and manage workload, with attention to deadlines
• Strong communication and interpersonal skills
• Thorough approach to organization and multi-tasking, with strict attention to detail
• Desire to learn policies and procedures quickly
• Spirit of initiative and follow-through
  
  

About The Hatcher Group

We are catalysts for change, solution engineers, and champions of your mission.

A Women-Owned Small Business (WOSB) and Women’s Business Enterprise (WBE) headquartered in Maryland, Hatcher creates award-winning marketing and communications campaigns for clients from across our four sectors: education, environment, public health, and community and opportunity. For a quarter of a century, Hatcher has partnered with nonprofits, foundations, government agencies, and other organizations committed to activating change and creating a better world.

Our diverse team of strategic experts in marketing, communications, media, and design brings their all to every project. We immerse ourselves in our client’s world, leaving no stone unturned to tailor solutions and elevate creative potential. By prioritizing authentic and trustworthy partnerships, we execute strategies that capture precise visions and advance meaningful missions.

Hatcher envisions a just and sustainable world where no person is left behind. We create for the social challenges of our time, uniting our clients’ messages with audiences that need to know. Powered by purpose, we are The Hatcher Group.