Administrative Manager 

CR 

About Sherwood Design Engineers

Sherwood is a civil and environmental engineering firm that is committed to investing in and embracing people, communities and the environment. 

Our team has delivered net zero energy and net zero carbon systems, net positive water systems, resilient coastlines, natural resource protection, green streets, living roofs and more for thousands of clients in the region and across the globe. We specialize in sustainable infrastructure, water management strategies, and systems based solutions for infrastructure and landscapes. Our civil engineering practice involves University, hospitality, industrial, infrastructure, commercial and residential concentrations. Our work includes private, public and not-for-profit clients. Our focus is on the conservation and management of the consumption of all site resources — carbon, energy, water, and waste. We’ve worked on over thirty award-winning projects, and our work has been published internationally.

Founded in 2003, our award-winning projects include Hudson Yards in New York (the largest private real estate development in U.S. history), San Francisco Better Streets Plan, Greater New Orleans Urban Water Plan, revitalization of the iconic waterfront Brooklyn Bridge Park, and the 35 square-km Baietan Urban Area Plan in the heart of Guangzhou, China.

Our mission is to engineer an environmentally and socially regenerative planet. Will you join us?

Role Summary

Sherwood is currently seeking an Administrative Manager with 6+ years of experience to support our growing, progressive and dynamic civil and environmental engineering team in Costa Rica. This person will lead the administrative, human resources, financial, and operational functions of our Costa Rica office, located in San Jose. 

This position plays a key role in supporting local operations, ensuring accurate financial reporting, regulatory compliance, and coordinating effort with the Principals in Costa Rica and with the company HR Department, the COO and CFO.  The successful candidate will supervise an Administrative Assistant, manage relationships with vendors and service providers, oversee payroll and accounting, and support the firm’s local strategic initiatives.

We are looking for an experienced professional with strong organizational, analytical, and interpersonal skills who can balance daily operational management with long-term strategic objectives.

Minimum Skills

• Typically 6+ years of industry experience, or a relevant combination of education and experience
• Proficiency in Google Suite, Microsoft Office, financial accounting systems (ie AJERA, Quickbooks)
• Strong interpersonal skills; able to collaborate with individuals at all levels of the organization
• Attention to detail and ability to coordinate multiple tasks while dealing with interruptions
• Excellent verbal and written communication skills
• Takes initiative, able to work independently, and stay organized
• Able to maintain confidentiality of highly sensitive information

Key Responsibilities

Financial Management

• Oversee monthly accounting and financial closings in coordination with external accounting firm
• Support the local Management Team in the development and monitoring of the annual budget
• Supervise client invoicing, ensuring accuracy, timely submission, and proper documentation.
• Monitor accounts receivable and follow up on client payments.
• Prepare and review monthly financial reports (AR, revenue, utilization, expenses) for submission to the CFO and U.S. finance team.
• Manage at least one staff responsible for financial reporting, payroll processing, invoicing and other regular financial duties
• Supervise local payroll processing and pension contributions.
• Manage relationships with banks, including account openings/closures, authorized signatories, and security protocols.
• Oversee control and payment of local vendors and reimbursements.
• Coordinate audits with external auditors and accounting firm
• Maintain administration and control of insurance policies.

Administrative Operations

• Supervise and support the Administrative Assistant.
• Organize vendor contracts 
• Coordinate facilities, supplies, and office maintenance needs.
• Oversee employee vacation management and general time-off tracking.
• Prepare management presentations and support leadership meetings and town halls.
• Coordinate logistics for internal and external visits (clients, auditors, global team).
• Support local implementation of Sherwood policies, procedures, and communications.
• Act as the main point of contact for HR coordination with the U.S. team.

Human Resources & Engagement

• Serve as the local strategic contact for recruitment processes.
• Coordinate internal and external training programs.
• Support performance evaluation cycles and maintain local HR records.
• Ensure compliance with Costa Rican labor regulations (MTSS, CCSS, INS, Hacienda)
• Support employee engagement initiatives, events, and internal communications
• Managing internal employee relations
• Managing the employee benefits program 
• Coordinate and Oversee Employee Onboarding

Systems & Reporting

• Manage project and employee setups, timesheet close dates, and user updates in Ajera 
• Provide timesheet training and daily system support to employees and Project Managers 
• Ensure accuracy and timeliness of data entry and reporting within Ajera

Minimum Qualifications

• Bachelor’s degree in Business Administration, Finance, Accounting, or related field
• Preferred 6+ years of progressive experience in administrative and financial management roles
• Strong understanding of Costa Rican accounting, tax, and labor regulations
• Excellent communication skills in English and Spanish
• Proficiency in Google Workspace and Microsoft Office; experience with Ajera or similar ERP systems preferred
• High attention to detail, problem-solving ability, and initiative to improve processes
• Demonstrated ability to work independently and collaboratively with multidisciplinary teams 

Additional Qualifications / Opportunities

• Position may entail future opportunity for work supporting the administrative functions of other company offices located in the United States

Preferred Qualifications 

• Experience in a professional services or consulting environment
• Background in HR coordination or people operations
• Experience preparing financial and management reports for multinational teams
• Strategic planning and process improvement skills

What We Offer

• Flexible working - with one Friday off every month and 2 days remote (hybrid schedule)
• Birthday Leave
• Private Health Insurance with Panamerican Life Insurance Group
• Learning and Development stipend to use as you see fit
• Fun team events, lunches and happy hours to get to know colleagues outside of work
• A tangible opportunity to truly help the environment!

Reasonable accommodations may be made to individuals with disabilities to perform the essential functions. We will consider for employment qualified applicants with arrest and conviction records.