Operations Administration Manager

The Administrative Manager serves as the operational backbone of our office, ensuring the daily administrative, financial, and project support functions of the business are executed accurately, efficiently, and professionally. Reporting directly to the General Manager, this position plays a key role in coordinating activities between Operations, Accounting, Human Resources, Project Management, and field personnel to keep projects moving and the office running smoothly.

This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced construction environment. The successful candidate will manage competing priorities, improve administrative processes, support project execution, and provide exceptional service to employees, customers, subcontractors, and business partners.

The Administrative Manager is expected to exercise sound judgment, maintain confidentiality, identify opportunities for continuous improvement, and serve as a trusted resource for the entire organization.

Specifically, you may be responsible for performing the following duties to the highest standards:

Operational Efficiency:

• Support operational processes to maximize efficiency, minimize costs, and improve deliverables
• In conjunction with the Director of Operations and Safety Coordinator, develop and implement strategies to streamline workflows and enhance operational effectiveness

Financial Management:

• AP/AR, Process invoices, expense reports, and reimbursements in a detailed and timely manner
• Coordinate financial reporting and reconciliation with the Accounting Department
• Create preliminary and final Scopes of Work (SOW) for construction and traffic control, create job numbers and job folders
• Onboard subcontractors and ensure Master Service Agreements (MSA’s) are in place and cataloged
• Onboard new customers and maintain information
• Verifying payment statuses when requested
• Entering Coastal Inventory – Quarterly
• Salesforce, Clad, and Trimble (Viewpoint / Vista) experienced preferred

Human Resources Support:

• Assist with the recruitment process by scheduling interviews, processing new hire paperwork and assisting with new hire orientations.
• Coordinate and communicate on/offboarding to Human Resources and IT
• Set up new hire phones
• Complete new hire, I-9's
• Approve direct report’s weekly timesheets and PTO requests

Administrative/Facilities Coordination:

• Maintain office supply inventory by monitoring stock, anticipating supplies needed, placing, and expediting orders, and verifying receipts
• Assist in the preparation of reports, presentations, and other documentation
• Maintain tracking of packing slips/goods receipts
• Weekly forwarding of the On-Call Project Manager phone number
• Checking outside mailbox
• Maintain the filing of documents
• Coordinate venues for company offsite functions
• Collect and report water meter reading

Qualifications

The ideal candidate is a highly organized operations professional who thrives in a fast-paced construction environment and takes ownership of the administrative processes that keep projects and people moving efficiently.

Required Qualifications

• Minimum of 5 years of progressively responsible administrative, office management, operations support, or project coordination experience, preferably within the utility construction, telecommunications, civil construction, engineering, or related industries.
• Demonstrated experience supporting multiple departments including Operations, Project Management, Accounting, Human Resources, and Executive Leadership.
• Proven ability to manage competing priorities, meet deadlines, and maintain exceptional attention to detail in a dynamic, deadline-driven environment.
• Experience coordinating project documentation, job setup, customer onboarding, subcontractor compliance, purchasing, invoicing, or similar operational processes.
• Strong understanding of accounts payable, accounts receivable, financial documentation, and administrative controls.
• Excellent organizational, analytical, and problem-solving skills with the ability to identify process improvements and implement practical solutions.
• Ability to exercise sound judgment, maintain confidentiality, and make independent decisions while supporting daily business operations.
• Exceptional written and verbal communication skills with the ability to interact professionally with employees, customers, subcontractors, vendors, and executive leadership.
• Advanced proficiency with Microsoft Office Suite, particularly Excel, Outlook, Word, and Teams.
• Demonstrated ability to learn and effectively utilize business software, ERP systems, CRM platforms, and project management software.
• Valid driver's license with a satisfactory driving record.

Preferred Qualifications

• Five or more years of experience supporting utility construction, telecommunications construction, civil construction, or commercial construction operations.
• Associate's or Bachelor's degree in Business Administration, Accounting, Construction Management, or a related field.
• Experience using Trimble Viewpoint Vista, Salesforce, or comparable ERP, accounting, and project management systems.
• Working knowledge of construction documentation including Scopes of Work (SOWs), subcontract agreements, purchase orders, project billing, customer onboarding, and contract administration.
• Experience supporting field operations, project managers, and multiple office locations.
• Demonstrated success improving office procedures, administrative workflows, and operational efficiency.
• Ability to work independently, anticipate organizational needs, and proactively solve problems before they impact operations.

See above