Operations Administrator

Benefits:

401(k) matching

Flexible schedule

Health insurance

Opportunity for advancement

Paid time off

Wellness resources

Position Summary

The Business Administrator is responsible for keeping the administrative side of the company accurate, organized, documented, and on task. Would need to report to Naples, FL office 2-3 times a week.

This position supports the President, Director, and Controller across accounting administration, employee administration, company procedures, and general business organization. The Business Administrator is expected to follow established procedures, ensure required documentation is completed, identify administrative gaps, and help improve systems when existing procedures are unclear or ineffective.

This is a hands-on administrative role requiring strong organization, follow-through, discretion, and attention to detail. The ideal person has the backbone to hold others accountable while maintaining a professional, helpful, and coaching-oriented approach.

Primary Responsibilities:

Accounting & Bookkeeping Administration

Reconcile credit card and other company transactions.

Collect, review, and organize receipts and supporting documentation.

Verify expenses are properly documented and categorized.

Prepare and maintain expense reports.

Assist with routine bookkeeping and account reconciliation.

Monitor departmental spending against established budgets.

Identify missing documentation, unusual transactions, or budget variances.

Follow up with employees and managers regarding incomplete expense documentation.

Issue invoices for routine and established transactions.

Maintain accurate accounting records and supporting documentation.

Escalate accounting discrepancies, collections issues, or non-routine transactions to the Controller.

Employee Administration

Maintain organized and current employee records.

Process and document employee status, compensation, position, and other approved changes.

Maintain documentation related to employee reviews, check-ins, attendance, development, and performance.

Administer company DPI and other employee documentation processes.

Track required reviews and employee-management check-ins and follow up when they are overdue.

Support onboarding and offboarding administration.

Maintain current job roles and job descriptions.

Assist management with employee forms, records, and administrative documentation.

Protect confidential employee and company information.

Escalate employee-relations, legal, compliance, disciplinary, or other significant matters to appropriate leadership.

Procedures & Administrative Compliance

Maintain and organize company policies, procedures, SOPs, forms, and administrative records.

Monitor whether established administrative procedures are being followed.

Follow up when required documentation, approvals, or processes are incomplete.

Identify recurring failures or shortcomings within existing procedures.

Determine whether an issue appears to be a failure to follow the procedure or a procedure that needs improvement.

Work with the appropriate department leader to improve, modify, or create procedures.

Assist with drafting and editing SOPs, job roles, job descriptions, forms, and internal documentation.

Maintain version control so employees have access to current procedures and documents.

Help communicate procedural changes and ensure they are implemented.

Executive & Business Support

Provide administrative support to the President, Director, and Controller.

Prepare presentations, reports, meeting materials, and internal documents.

Organize information needed for management meetings.

Document decisions, assignments, and action items when appropriate.

Track administrative deadlines and outstanding assignments.

Follow up with responsible employees or managers to ensure administrative tasks are completed.

Assist with special projects requiring organization, documentation, research, or follow-through.

Help keep company records and shared administrative resources organized and accessible.

Accountability & Authority

The Business Administrator is expected to own administrative follow-through, not simply process paperwork after it is provided. When a required receipt, review, approval, document, or procedure is missing, the Business Administrator is responsible for identifying the issue and following up with the appropriate person.

The position should approach these situations with a coach-first mentality: understand why the requirement was missed, provide clarification or assistance where needed, and help the employee successfully follow the process going forward.

Repeated failure to follow established procedures should be documented and escalated through the appropriate chain of command.

The Business Administrator does not replace the authority of department managers, the Controller, Director, or President. Significant accounting decisions, employee-relations matters, disciplinary decisions, policy decisions, and operational exceptions remain with the appropriate company leader.

Characteristics for Success

The successful Business Administrator should be:

Highly organized — able to manage many small but important responsibilities without losing track of them.

Persistent — willing to follow up until an administrative requirement is actually completed.

Accountable — takes ownership rather than assuming someone else will handle it.

Detail-oriented — notices missing receipts, incomplete documentation, inconsistencies, and unfinished processes.

Professional and discreet — regularly handles financial, employee, and company-sensitive information.

Confident — comfortable following up with employees and managers regardless of position.

Approachable — employees should feel comfortable asking questions or admitting when they do not understand a procedure.

Coach-oriented — seeks correction and improvement before conflict.

Process-minded — naturally looks for ways to make recurring work simpler, clearer, and more reliable.

Technically adaptable — comfortable learning accounting, productivity, presentation, and company software.

Flexible work from home options available.