Project Operations Manager, WNY - ZipRecruiter : Job Details

Job DescriptionJob Description

*Applicants MUST submit a cover letter with resume to be considered.

*This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.

*Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.

BASIC FUNCTION:

Reporting to the Deputy Director, WNY Regional Office, the Project Operations Manager will play a critical role in supporting the lifecycle of economic development projects by managing documentation, maintaining internal systems, coordinating reviews, and facilitating smooth handoffs between the Project Management teams. This role is essential in ensuring compliance, operational efficiency, and timely processing of program materials within the high-volume, deadline-driven environment.

WORK PERFORMED:

• Set up and maintain organized project folders; assign Management System Data (MSD) numbers and upload application materials, ensuring correct file format and adherence to project specifications.
• Shepherd through the internal review process. Manage and track the internal review process for incentive proposals, collaborating with Project Managers to ensure timely feedback and resolution of any issues, and ensure timely routing for approvals and signatures.
• Review project files prior to handoff to the Project Management team; follow up with originators and grantees to collect any outstanding documentation needed.
• Serve as a key liaison with Project Managers to track proposal status, clarify requirements, and ensure that incentive documents are accurate, complete, and properly formatted for execution.
• Draft and prepare team request memos, board scripts, and public hearing materials; coordinate notices, invoices, and attended hearings (virtual/in-person) as needed.
• Process executed Grant Disbursement Agreements (GDA) and GDA amendments; update project milestones and maintain internal system records (MSD).
• Prepare payment requisition checklists, memos, and certification/draw documents for request for payment, track submissions and approvals.
• Responsible for processing and tracking incoming fees/accrued interest return.
• Assist with procurement processing and maintain detailed records of transactions and vendor communications.

MINIMUM REQUIREMENTS:

Education Required: Bachelor's degree. Associate's degree with 5 years direct relevant experience may be substituted.

Relevant Experience Required: 3+ years in similar project operations role working with a document management system (e.g., MSD) and digital filing practices. Experience with loans and grant process is a plus.

Skills Required: Excellent organizational and time management skills, and high attention to detail. Ability to manage multiple deadlines in a fast-paced environment. Excellent written and oral communication skills. Strong interpersonal skills with the ability to work cross-functionally with staff at all levels. Proficiency in Microsoft Office and with a document management system.