Administrative Operations Coordinator

Overview

We are seeking a highly organized, proactive, and detail-oriented Administrative Operations Coordinator to support the administrative and operational functions of a growing multi-state construction organization. This role will be a key contributor in driving organization, improving processes, maintaining accurate documentation, and supporting multiple areas of the business.

The ideal candidate is someone who can hit the ground running, work independently, and take ownership of priorities while supporting leadership and cross-functional teams. This individual should be comfortable managing multiple responsibilities, identifying gaps, creating solutions, and leading or supporting operational initiatives as the company continues to grow.

Experience within the construction, building products, cabinetry, or related industry is required, with an understanding of contractor relationships, contracts, documentation, vendor management, compliance requirements, and the importance of detail and follow-through.

POSITIONAL RESPONSIBILITIES:

• Support the day-to-day administrative and operational needs of a growing multi-state construction organization
• Take ownership of assigned operational priorities, projects, and processes while providing reliable support to leadership and cross-functional teams
• Maintain organized company records, contracts, operational files, and business documentation
• Manage builder contracts, subcontractor agreements, 1099 contractor documentation, and related contract administration
• Review business documents for accuracy, completeness, proper execution, and record retention
• Coordinate contractor and vendor onboarding, including documentation collection, account setup, and ongoing maintenance
• Manage vendor documentation, including W-9s, certificates of insurance, agreements, licensing, and other required compliance records
• Coordinate with internal teams, contractors, vendors, and customers to ensure information is accurate, complete, and available when needed
• Support accounts receivable processes through documentation tracking, follow-up, and operational coordination
• Coordinate employee onboarding, HR documentation, and related administrative processes
• Maintain accurate records, reporting, and business information across ERP systems and other company platforms
• Monitor and maintain contractor compliance documentation, insurance certificates, business licenses, OSHA-related documentation, prevailing wage documentation (when applicable), and other required regulatory records
• Track compliance deadlines, license renewals, insurance expirations, and other required documentation to support ongoing regulatory compliance
• Identify process gaps, recommend solutions, and implement improvements that increase efficiency, consistency, and operational effectiveness
• Develop, document, and maintain processes, procedures, and workflows that support scalability and business growth
• Manage multiple priorities, deadlines, and projects while maintaining exceptional attention to detail and follow-through
• Provide operational support across departments to help keep teams organized, aligned, and moving projects forward
• Assist with audits, document requests, and special projects as needed
• Serve as a dependable resource who learns quickly, adapts to changing priorities, and helps drive operational initiatives to successful completion

COMPETENCIES, SKILLS AND ABILITIES:

• Exceptional organization, attention to detail, accuracy, and commitment to maintaining complete and reliable records
• Demonstrates strong ownership, accountability, and follow-through in managing responsibilities from start to completion
• Self-directed and resourceful with the ability to work independently, prioritize effectively, and move initiatives forward
• Proactive thinker who identifies gaps, anticipates needs, and takes action to address challenges before they become issues
• Strong problem-solving skills with sound judgment and the ability to develop practical solutions
• Adaptable and comfortable working in a fast-paced, growing organization where processes and priorities may evolve
• Professional communication skills with the ability to collaborate effectively with leadership, internal teams, contractors, vendors, and external partners
• Maintains discretion and professionalism when handling confidential business, employee, contractor, financial, and company information
• Understanding of construction operations, contractor relationships, builder requirements, and documentation standards
• Ability to effectively manage and maintain contracts, agreements, vendor documentation, contractor records, and operational files
• Understanding of contractor onboarding requirements, including documentation collection, compliance tracking, insurance certificates, and required business records
• Working knowledge of construction-related compliance requirements, including contractor documentation, insurance requirements, OSHA regulations, prevailing wage requirements, risk management practices, and applicable regulatory standards
• Ability to recognize documentation, compliance, and operational risks and escalate concerns appropriately
• Strong coordination and follow-up skills with the discipline to track commitments, manage open items, and ensure completion
• Process-oriented mindset with the ability to create structure, improve workflows, and support scalable operations
• Ability to evaluate current processes, identify inefficiencies, and contribute to continuous improvement initiatives
• Strong technology aptitude with the ability to quickly learn and effectively utilize ERP systems, HRIS platforms, and other business applications
• Proficiency with Microsoft Office, Google Workspace, ERP systems, HRIS platforms, and other productivity tools
• Demonstrates the discipline and communication skills required to work effectively in a remote environment

DIRECT REPORTS:

• None

REPORTS TO:

• Vice President of Operations

EDUCATION / EXPERIENCE:

• 3–5 years of experience in administrative operations, construction administration, business operations, project coordination, or a related field
• Bachelor's degree in Business Administration, Operations Management, Construction Management, or a related field preferred; equivalent professional experience will be considered
• Prior experience within the construction, cabinetry, building products, or related industry required
• Experience supporting contractors, subcontractors, builders, vendors, and construction-related operations required
• Experience with contract administration, contractor onboarding, vendor management, compliance tracking, insurance documentation, and regulatory requirements
• Familiarity with OSHA requirements, contractor licensing, prevailing wage and certified payroll requirements (when applicable), and construction compliance processes preferred
• Experience supporting multi-state operations and maintaining documentation related to regulatory and business requirements preferred
• Demonstrated ability to manage multiple priorities, work independently, and take ownership of responsibilities in a fast-paced environment
• Experience working with ERP systems required; Odoo or similar platforms preferred
• Experience with HRIS/payroll systems required; Rippling or similar platforms preferred
• Strong ability to learn new systems, processes, and technology platforms quickly

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Remote