Director of Business Operations

Project Widgets is a small, profitable software and consulting company that helps large organizations run their project portfolios better. We build add-on "widgets" for Microsoft Project and Smartsheet, host and support client environments, and deliver consulting, implementation and migration services.

Our clients include Fortune 500 life-sciences, medical-device and technology companies, and we are now pursuing our first federal government opportunities. We are a lean team where every person's work is visible and matters, and we are growing deliberately, including through acquisitions of software products/companies.

You will be the person who keeps the business running and the clients happy. Reporting to the CEO, you will own our contracts and commercial client requests, run the monthly delivery and status-reporting rhythm with our project managers, and keep billing, hours and project records accurate.

This is a true small-company role. One morning you are redlining an MSA, that afternoon you are untangling a client's invoicing question, and the next day you are leading the monthly project review. You will also help us sell:
Writing proposals and SOWs, keeping the pipeline current and screening government bids. If you like variety, ownership and seeing the direct result of your work, you will thrive here.

• Draft proposals and statements of work for consulting, migration, support, licensing and hosting engagements, including pricing and invoice phasing.
• Review MSAs, NDAs, amendments and termination documents, and keep a current pricing summary of all active contracts.
• Be the go-to contact for client questions on funding, purchase orders, licensing changes, invoicing and contract scope, often several times a week.
• Build invoicing projections and actuals-vs-estimate summaries for clients and for our own forecasting.

• Lead the monthly status-reporting and project-progress process: schedule and run the meetings, review every report and solve the problems as they surface.
• Meet weekly with project managers to keep engagements on track, on budget and correctly staffed.
• Jump-in to manage selected client projects yourself, if need be.
• Publish new client projects in our project management system and keep project data, status reports and billable/non-billable hours accurate (Power BI reporting).

• Validate monthly invoices and prepare month-end reports with our finance and admin colleagues.
• Serve as administrator for payroll and benefits (ADP, 401(k)) and resolve issues as they come up.
• Keep business systems working together (Quick Books Online, Hub Spot, SharePoint) and help evaluate tool consolidation.
• Maintain the employee handbook and core company policies.

• Keep the Hub Spot pipeline current and support sales follow-up.
• Screen government and commercial bid opportunities daily, recommend which to pursue and help prepare responses (RFIs, RFPs).
• Participate in updating marketing materials, managing client testimonials; editing the newsletter; supporting website changes with our web developer.

• Write and maintain process documentation, client-facing guides, and widget installation and user guides.
• Keep our SharePoint and contract libraries organized so anyone on the team can find what they need.
• Coach and supervise teammates as they take on more of this work.

• 7+ years in operations, project or program management, contracts or client services at a software, SaaS, IT services or consulting firm.
• Hands-on experience writing SOWs or proposals and reviewing commercial contracts (MSAs, NDAs, amendments).
• A track record running a delivery or PMO rhythm: status reporting, hours and budget tracking, and holding project managers accountable.
• Strong financial sense: you can build a pricing model or invoicing projection in Excel and explain it to a client's finance team.
• Clear, professional writing for executives and client stakeholders at large enterprises.
• Good judgment with incomplete information. You can switch focus quickly when something urgent lands, then get back to the plan.
• Comfort with technology. You don't need to code, but you will learn our products well enough to explain them and administer our systems.
• Understanding of reseller economics, vendor relationship management and putting together proposals with multi-party engagements.

• Experience with…