Business Administrator

Business Administrator Business Operations · Full-Time · Mesa, AZ Reports To: Principal / President Department: Business Operations FLSA Status: Exempt – to be determined based on candidate Role Overview The Business Administrator is the person who keeps ADC's internal operations running. This is Sandy's replacement role, carrying the full scope of what that seat currently holds. The role owns HR, payroll, technology systems, insurance, licensing, contracts, bookkeeping, and the administrative coordination that keeps leadership focused on clients and projects. AR and AP are included here as transitionary responsibilities, shifting to a dedicated Project Coordinator once that position is filled. This person reports directly to the Principal and runs a wide range of business functions with significant day-to-day independence. Key Responsibilities HR & People Operations Own the full employee lifecycle: onboarding new hires from offer acceptance through Day 1 readiness, and offboarding departing employees cleanly Manage all personnel records, employment documentation, and compliance filings Serve as ADC's primary point of contact with Insperity. Own the PEO platform for payroll processing, HR administration, benefits enrollment, and 401k coordination Create, configure, and deactivate user accounts across all business systems when employees join or leave: no account left open, no new hire left waiting Technology & Systems Own the IT relationship with Olympia, ADC's managed service provider. Coordinate support tickets, renewals, and service-level issues Manage all software subscriptions and seat counts across the firm's tech stack: renewals, user access, license audits, and new tool onboarding Coordinate phone setup, hardware procurement, and equipment tracking for new hires and replacements Maintain current documentation of all active platforms, vendor contacts, and access credentials Insurance & Risk Management Own the firm's insurance program: general liability, professional liability (E&O), workers' comp, and any additional policies Manage the annual renewal cycle. The September 1 deadline is a hard date; preparation starts well in advance Issue and track Certificates of Insurance (COIs) for clients and project-specific requirements Maintain the relationship with ADC's insurance broker and carriers Business Licensing & Regulatory Compliance Maintain ADC's business licenses, registrations, and certificates of authority in Arizona, Washington, and any additional states as the firm grows Own the compliance calendar: no renewal slips, no late filings Track individual PE license renewals by engineer and by state; coordinate continuing education requirements and renewal submissions Manage state filings, annual reports, and other regulatory submissions Contracts & Legal Administration Manage client contracts from draft through execution: coordinate reviews, track redlines, and maintain fully executed copies Administer sub-consultant and subcontractor agreements. Issue, track, and store executed documents for every project that requires one Maintain a contracts log with key terms, expiration dates, and renewal notices Escalate non-standard terms or risk concerns to the Principal before execution Finance & Bookkeeping Serve as ADC's liaison to Formulate, the firm's bookkeeping partner. Coordinate on monthly close, respond to questions, and deliver records as needed Manage the banking relationship: handle routine bank tasks, maintain authorized user access, and coordinate with Formulate on reconciliations Generate client invoices on schedule, track outstanding payments, and follow up on collections Enter vendor bills and coordinate payment approvals AR and AP are transitionary responsibilities in this role. They will move to a dedicated Project Coordinator once that position is filled. The Business Administrator retains the Formulate liaison and banking coordination permanently. Administrative & Executive Coordination Schedule and coordinate internal team meetings. Own the calendar logistics so the Principal and project leads can stay focused on the work Manage delegated access to the Principal's inbox for routine administrative matters: system setups, vendor access codes, scheduling confirmations, and operational correspondence Serve as the point of contact for office administration needs that fall outside project operations: vendor relationships, general business accounts, and firm-wide coordination What Success Looks Like Payroll runs on time every cycle without the Principal touching it No license expires, no insurance renewal is missed, no PE license lapses Every new hire has accounts, hardware, and access on Day 1 and every departure is fully offboarded the same day Contracts are signed before work starts and stored where anyone can find them Formulate has what they need every month without chasing anyone The Principal spends his time on clients and strategy, not on administrative bottlenecks Required Qualifications 3+ years in a business operations, office manager, or administrative management role with broad responsibility across multiple functions, not narrowly specialized in one Direct experience with HR administration and onboarding; familiarity with PEO platforms is a strong plus Demonstrated experience managing business insurance programs and renewals Comfort handling contracts: tracking, coordinating execution, and maintaining records Experience working with an outside bookkeeper or accounting firm as the internal point of contact Strong organizational systems. This role touches many moving parts simultaneously and requires someone who creates structure, not just follows it High discretion. This seat has access to payroll, personnel records, contracts, and banking; trustworthiness is non-negotiable Clear, professional written communication; comfortable representing ADC in correspondence with vendors, agencies, and insurance contacts Preferred Qualifications Experience in a professional services, engineering, architecture, or construction firm Familiarity with Insperity or a comparable PEO platform Experience managing multi-state business licensing and compliance Background coordinating with managed IT service providers Exposure to construction or professional services contract structures (prime agreements, subcontracts, professional liability requirements) A Note on This Role This is not a support role in the traditional sense. The Business Administrator holds the functions that most firms split across two or three people, and handles all of it well. The right person takes ownership without being asked twice, knows when to elevate and when to just handle it, and runs their work with the same precision and professionalism ADC brings to its engineering projects. The firm depends on this seat more than most people realize. The person who fills it will too. Equal Opportunity ADC evaluates candidates based on their ability to perform the work and contribute to the team. Qualified applicants will receive consideration without regard to legally protected characteristics. #J-18808-Ljbffr ADC