Administrative & Operations Specialist in office in Tampa

Job Description

Job Description

The Administrative & Operations Specialist is a central operational support role responsible for coordinating customer communication, project execution, administrative processes, and production planning activities. This position serves as a key point of contact between customers, internal teams, subcontractors, and executive leadership to ensure projects move forward accurately, efficiently, and professionally.

The role also provides direct administrative support to executive leadership and assists with system usage, compliance tracking, and internal coordination. A high level of organization, discretion, responsiveness, and attention to detail is required.

Core Responsibilities

Customer & Project Coordination

• Serve as the primary point of contact for customers with active, scheduled, or completed projects
• Communicate project status, scheduling changes, and service updates clearly and proactively
• Document, manage, and resolve customer inquiries or issues through to completion, coordinating internally as needed
• Maintain a high standard of professionalism and represent the company positively at all times

Production Planning & Project Tracking

• Coordinate and track project schedules, deliveries, materials, and changes as projects evolve
• Maintain job boards, tracking systems, and complete project documentation to ensure visibility across active work
• Create, organize, and maintain accurate project folders and records
• Support job-level reporting (including P&L tracking) in coordination with Accounting & Finance

Vendor, Subcontractor & Compliance Support

• Manage vendor and subcontractor compliance requirements, including COIs, lien releases, and required documentation
• Request, track, process, and distribute COIs and lien releases for customers, vendors, and subcontractors
• Ensure all subcontractor documentation is complete prior to project start
• Assist subcontractors with logistics, scheduling updates, directions, and issue resolution as needed

Administrative & Financial Support

• Process and document cash transactions accurately; reconcile ledgers and prepare bank deposits
• Handle administrative mail, check documentation, and notarized documents as required
• Maintain organized records and ensure timely coordination with Accounting
• Provide general administrative support to ensure smooth daily operations

Asset, Fleet & Facility Coordination

• Coordinate job site resources, rentals, dumpsters, and equipment delivery, service, and call-offs
• Administer fleet and asset records, including registrations, renewals, maintenance tracking, and insurance claims
• Coordinate service requests for shop, job site, and field equipment
• Maintain office and job site waste and recycling services as required

Systems & Process Support (NetSuite)

• Serve as an administrative super-user for NetSuite, supporting onboarding, training, and troubleshooting
• Assist with system adoption, process standardization, and continuous improvement
• Act as a resource for administrative and operational process questions related to system usage

Executive & Administrative Support

• Provide direct administrative support to executive leadership, including scheduling, document preparation, and follow-up
• Handle sensitive and confidential information with discretion and professionalism
• Coordinate meetings, prepare materials, and track follow-up items for leadership initiatives and special projects

Performance Expectations

Success in this role is measured by:

• Professional and timely customer communication
• Accuracy and timeliness of administrative, financial, and documentation tasks
• Organization and completeness of project records
• Ownership and follow-through on assigned responsibilities
• Effective coordination across departments, vendors, and leadership
• Discretion, reliability, and professionalism in executive and HR support duties

Required Skills & Competencies

• *** MUST LIVE IN TAMPA and WORK ON SITE In OFFICE ****
• Strong customer service and conflict-resolution skills
• Excellent organizational and time-management abilities
• High attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Strong written and verbal communication skills
• Proactive problem-solving mindset
• Ability to work independently and take ownership of responsibilities
• Comfortable handling confidential information
• Proficiency with administrative systems and willingness to learn new software
• Bilingual preferred but not required

Physical Requirements
• Ability to stand and walk on the production floor for extended periods throughout the day
• Ability to bend, kneel, stoop, and reach as needed to inspect materials and finished products
• Frequent use of hands for handling documents
• Ability to safely navigate a manufacturing and warehouse environment

Work Environment

• Split work environment between office setting and active production floor

• Regular exposure to manufacturing conditions, including noise, dust, and varying temperatures

• Required use of personal protective equipment (PPE) while on the production floor

• Fast-paced environment with frequent movement between departments

Computer & Office Requirements

• Prolonged periods of sitting at a desk and working on a computer

• Frequent use of ERP systems, spreadsheets, and reporting tools

• Ability to enter, review, and analyze data with a high level of accuracy

• Regular communication via email, phone, and internal systems

Visual & Mental Demands

• Strong visual attention to detail

• Ability to read and interpret job specifications documentation

• Ability to manage multiple tasks, shifting priorities, and deadlines

• Strong focus and decision-making in a fast-paced operational setting

Monday - Friday 8am -5pm with a 1hour lunch
***Must be able to work in the office on-site daily in Tampa/Gibsonton, FL ***