Director of Administrative Operations

Description:
Our client is a leading general contracting and construction firm seeking qualified candidates for the Director of Administrative Operations role. They are an award-winning company providing pre-construction and general contracting services while fostering collaborative relationships with their clients and project partners. Their diverse portfolio includes a range of residential, commercial, and specialty construction projects of varying sizes and complexity.

The Director of Administrative Operations provides administrative, financial, project, and HR support while overseeing the Project Administrators team. This role ensures accurate financial tracking, organized project documentation, compliance with company and regulatory requirements, and effective communication with Project Managers, vendors, subcontractors, and employees. This position also serves as an Executive Assistant to the company’s President, providing direct administrative and operational support while coordinating day-to-day priorities and organizational needs.

The Director of Administrative Operations provides leadership, training, and oversight to Project Administrators, establishes consistent processes, and serves as the primary point of escalation for complex administrative matters. This position requires strong organization, attention to detail, financial accuracy, problem-solving, communication, and leadership skills.

Requirements:
Essential Duties & Responsibilities

Administrative Leadership

Lead, mentor, and train Project Administrators on company procedures, systems, and best practices
Establish and maintain standardized administrative and document management processes
Coordinate workloads, conduct quality checks, and address complex administrative issues
Lead administrative team meetings and identify opportunities to improve efficiency

Project & Administrative Support

Provide administrative oversight to project teams as needed
Serve as a primary point of contact for vendors and subcontractors
Provide oversight to Submittals, RFIs, RFCOs, change orders, and purchase orders to ensure timely completion
Assist with project kickoffs and meetings, including meeting minutes as needed
Develop and maintain administrative templates and resources

Human Resources

Lead recruiting, candidate screening, onboarding, and offboarding
Manage employee health insurance administration and open enrollment
Ensure Federal and State compliance including I-9
Maintain confidentiality of employee and company information
Driver of employee relations, conflict resolution, and workplace culture
Maintain and regularly update the employee handbook

Project Documentation & Compliance

Organize and oversee project start-up, compliance, and close-out documentation
Oversee subcontracts, verify exhibits, and ensure proper execution
Monitor company and subcontractor compliance requirements and deadlines
Ensure accurate maintenance of records, primarily through SharePoint
Establish and train the administrative team on document management best practices

Financial Tracking & Budgeting

Oversee Project Manager’s reports to ensure accuracy and completion
Audit cost codes, change orders, commitments, and budgets for accuracy
Reconcile vendor statements and resolve invoice discrepancies in coordination with Project Managers
Provide guidance to Project Administrators on financial tracking and budgeting processes
Conduct periodic audits to ensure project records are accurate and complete

Skills, Competencies & Requirements

7–12 years of relevant experience required
Construction industry experience highly desirable
Strong understanding of AIA contracts highly desirable
Experience with Acumatica preferred
Strong leadership, organizational, communication, and problem-solving skills
Exceptional attention to detail and financial accuracy
Ability to manage multiple projects, priorities, and deadlines
Ability to work independently while collaborating effectively with Project Managers and administrative staff
Strong professionalism and discretion when handling confidential information
Ability to train and develop team members
Self-motivated, adaptable, and solutions-oriented
Possess strong management skills and the ability to effectively oversee, develop, and motivate employees while maintaining a positive and productive work environment

Schedule & Location: In person, 5 days per week | 8:00 AM–4:30 PM | On-site with parking lot access