Job Description

Position Summary

The Director of Administration provides strategic and operational leadership over all administrative, financial support, HR, compliance, and office management functions of the company. This role ensures that the organization runs efficiently, communication flows smoothly, and administrative processes support field operations, estimating, accounting, and executive leadership. The position reports directly to the President/CEO.

Key Responsibilities

1. Executive & Administrative Leadership

• Serve as the administrative backbone of the company, ensuring all departments receive timely support.
• Act as the primary administrative liaison to the President—filtering communication, prioritizing requests, and ensuring follow-through.
• Oversee day-to-day office operations, procedures, and administrative workflows.

2. Human Resources & Staffing

• Manage recruitment pipelines, onboarding, background checks, training documentation, and employee records.
• Ensure job descriptions, SOPs, and organizational charts are up to date.
• Support performance reviews, disciplinary processes, and improvement plans.
• Maintain compliance with federal, state, and local employment regulations.

3. Finance & Administrative Controls

• Coordinate with accounting on AP/AR, billing packets, payroll documentation, insurance renewals, and vendor onboarding.
• Ensure all administrative controls are tight—digital signatures, approvals, documentation, and audit trails.
• Maintain budget visibility for administrative and office expenses.
• Prepare financial summaries and administrative reports for leadership.

4. Project & Field Support Administration

• Ensure project files, subcontracts, insurance certificates, pay apps, and permitting documents are complete and submitted on time.
• Monitor administrative deadlines for active construction projects (change orders, RFIs, submittals, close-out packages).
• Support communication flow between field teams and office staff, ensuring nothing falls through the cracks.

5. Compliance, Policies & Documentation

• Maintain all company policies, safety documents (in coordination with Safety Officer), and regulatory paperwork.
• Oversee MWBE documentation, certifications, renewals, and reporting.
• Ensure contracts, leases, and corporate documents are organized and accessible.

6. Office Management & Systems

• Oversee office staff, reception, supply management, IT coordination, and meeting logistics.
• Drive system improvements for administrative efficiency (software, templates, processes).
• Maintain a professional, organized, efficient office environment.

Required Skills & Qualifications

• Bachelor’s degree in Business Administration, Management, HR, or related field.
• 5–10 years of administrative leadership experience (construction industry preferred).
• Strong understanding of HR, accounting support, and document control.
• High proficiency with digital tools: MS Office, project management platforms, cloud drives.
• Excellent communication, organization, and problem-solving abilities.
• High integrity, confidentiality, and professionalism.

Preferred Attributes

• Construction industry experience.
• Experience with MWBE documentation and compliance.
• Strong leadership style: firm, structured, proactive, and highly organized.

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