Administrative Operations Specialist

Administrative Operations Specialist

The Administrative Operations Specialist is a key role focused on driving day-to-day office operations and providing multi-departmental administrative support. This individual will take initiative and ownership of office management responsibilities, ensure an efficient and welcoming work environment, and provide essential support to the Finance/Accounting, Human Resources, and Executive teams. Qualified candidates embrace a collaborative approach and demonstrate organizational and creative problem-solving capabilities, supporting employee experience initiatives, event coordination, project work, and more.

A typical workweek is Monday through Friday from 8:00AM to 5:00PM, actual working hours and days may vary due to project deadlines; May require weekend or evening work at times.

Starting at $25.00+ per hour, based on experience

Competitive compensation package, annual bonus potential, cell phone reimbursement, medical, dental, and vision insurance, company-paid life and AD&D insurance, company-paid short-term disability coverage, 401(k) plan with company match, seven (7) paid holidays, flex time off accrual that starts on your first day!, fitness club discounts & wellness incentives, employee assistance programs, relocation allowance may be available, a family-oriented workplace that values teamwork and professional growth

Key Responsibilities

• Office Operations & Environment:
  • Proactively manage daily office operations ensuring a well-maintained, inviting workspace (supplies, cleanliness, organization, aesthetics).
  • Coordinate preventative maintenance, repairs, and vendor services.
  • Organize, set up, and break down rooms for meetings, orientations, or events.
  • Monitor and replenish office, kitchen, and general supplies.
  • Maintain documentation for administrative processes and recommend improvements for operational efficiency.
• Finance & Executive Support:
  • Assist the Finance and Accounting team with administrative duties, including accounts payable tasks as needed.
  • Provide project and general administrative support for the CFO, COO and CPO.
• Human Resources & Employee Engagement:
  • Provide administrative support to HR in areas such as orientation, onboarding, compliance documentation, and employee directories.
  • Coordinate and support training sessions and employee events.
  • Contribute to internal communications, announcements, and recognition initiatives.
  • Participate in special projects requiring creativity and research skills, especially those impacting employee experience.
• Reception & Communication:
  • Serve as the primary point of contact for all office visitors and new hires, delivering a professional and personable welcome experience.
  • Oversee coverage of the office phone system and ensure professional responses to inquiries.
• Continuous Improvement:
  • Gather staff feedback on processes and propose enhancements to office procedures.
  • Maintain a service-oriented approach that proactively improves workflows and the office environment.

Required Qualifications

• Minimum 5 years of relevant professional experience in office administration, operations, or a related field.
• At least 3 years of direct support to executive leadership or senior management.
• Track record of independently managing office logistics and administrative tasks with initiative and accountability.
• Strong organizational, multitasking, and time-management skills; adaptable to shifting priorities.
• Excellent written and verbal communication skills; demonstrates professionalism and discretion, especially in handling confidential information.
• High proficiency in Microsoft Office Suite, with the capability to learn new digital office systems and tools as needed.
• Ability to approach tasks creatively and problem-solve independently or as part of a team.
• Physical ability to lift up to 25 lbs., stand and walk for extended periods, and perform light cleaning duties as needed.
• Friendly, approachable attitude with a focus on customer service and inclusivity.

Preferred Qualifications

• Associate's degree or higher, or related certifications (e.g., business administration, office management).
• Experience supporting finance and HR functions, including accounts payable and onboarding.
• Background in event planning, employee engagement, or culture-building programs.
• Knowledge of construction or related industry.