Administrative Operations Specialist

Administrative Operations SpecialistThe 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 experienceCompetitive 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 growthKey ResponsibilitiesOffice 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 QualificationsMinimum 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 QualificationsAssociate'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.