Administrative Operations Coordinator

Administrative Operations Coordinator

Location: Remote (U.S.)

Position Summary

Our client is seeking a highly organized, proactive, and detail-oriented Administrative Operations Coordinator to support the administrative and operational functions of a growing multi-state construction organization. This role is instrumental in driving operational excellence by improving processes, maintaining accurate documentation, ensuring compliance, and supporting cross-functional teams.

The ideal candidate is a self-starter who thrives in a fast-paced environment, takes ownership of responsibilities, and enjoys creating structure while helping a growing organization scale. Construction industry experience is required, along with a strong understanding of contractor relationships, compliance documentation, vendor management, and contract administration.

Key Responsibilities

• Support the day-to-day administrative and operational needs of a growing multi-state construction organization.

• Own assigned operational priorities, projects, and processes while providing dependable support to leadership and cross-functional teams.

• Maintain organized company records, contracts, operational files, and business documentation.

• Manage builder contracts, subcontractor agreements, 1099 contractor documentation, and contract administration.

• Review business documents for accuracy, completeness, execution, and proper record retention.

• Coordinate contractor and vendor onboarding, including documentation collection, account setup, and ongoing maintenance.

• Maintain vendor documentation, including W-9s, certificates of insurance, agreements, licenses, and compliance records.

• Coordinate with internal teams, contractors, vendors, and customers to ensure accurate and timely information flow.

• Support accounts receivable processes through documentation tracking and operational coordination.

• Assist with employee onboarding, HR documentation, and related administrative processes.

• Maintain accurate records across ERP systems, HRIS platforms, and other business applications.

• Monitor contractor compliance, insurance certificates, licensing, OSHA documentation, prevailing wage records (when applicable), and other regulatory requirements.

• Track compliance deadlines, license renewals, and insurance expirations to support ongoing regulatory compliance.

• Identify process gaps, recommend improvements, and implement solutions that enhance operational efficiency.

• Develop and document processes, procedures, and workflows that support business growth and scalability.

• Manage multiple priorities while maintaining exceptional attention to detail and follow-through.

• Provide operational support across departments to keep projects moving efficiently.

• Assist with audits, document requests, and special projects as needed.

Qualifications

• 3–5 years of experience in administrative operations, construction administration, business operations, project coordination, or a related field.

• Experience within the construction, building products, cabinetry, or related industry is required.

• Experience supporting contractors, subcontractors, builders, vendors, and construction operations.

• Strong background in contract administration, contractor onboarding, vendor management, compliance tracking, and insurance documentation.

• Experience supporting multi-state operations is preferred.

• Bachelor's degree in Business Administration, Operations Management, Construction Management, or a related field preferred; equivalent experience will be considered.

• Experience with ERP systems is required; Odoo or similar platforms preferred.

• Experience with HRIS/payroll systems is required; Rippling or similar platforms preferred.

• Working knowledge of OSHA requirements, contractor licensing, prevailing wage requirements, and construction compliance processes is preferred.

Desired Skills

• Exceptional organizational skills with outstanding attention to detail.

• Strong sense of ownership, accountability, and follow-through.

• Ability to work independently and effectively prioritize competing responsibilities.

• Proactive mindset with strong problem-solving abilities.

• Excellent written and verbal communication skills.

• Professionalism and discretion when handling confidential information.

• Strong understanding of construction operations, contractor documentation, and compliance requirements.

• Process-oriented with the ability to improve workflows and support scalable operations.

• Proficiency with Microsoft Office, Google Workspace, ERP systems, HRIS platforms, and other business applications.

• Ability to thrive in a remote work environment while staying organized and highly productive.

Why Join Our Client?

This is an opportunity to join a growing organization where your contributions will have a direct impact on operational success. You'll play a key role in building scalable processes, improving efficiencies, and supporting leadership initiatives across multiple business functions. If you enjoy taking ownership, solving problems, and helping an organization grow, this position offers excellent long-term career potential in a collaborative and fast-paced environment.