Director of Administration

Purpose of the Position:

The Director of Administration oversees and coordinates the company’s administrative, HR, IT, legal, compliance, marketing, and facility management functions to ensure efficient business operations and organizational effectiveness. This position reports directly to the President and works closely with executive leadership to align administrative systems and practices with corporate goals.

Typical Duties:

The following duties are typical of the position but are not all encompassing.

1. General Administration Leadership & Strategy: Oversee all administrative operations and support functions across departments that improve efficiency and compliance. Develop, implement, and maintain company policies, procedures, and standards. Manage administrative staff, ensuring consistent and high-quality internal support. Oversee document control systems, ensuring organized and accessible company records. Support executive leadership with meeting preparation, reports, and governance materials.

2. Human Resources: Direct HR functions including recruitment, onboarding, training, employee relations and retention. Ensure compliance with state and federal labor laws (EEO, FMLA, OSHA, ESTA, etc.). Oversee benefits administration. Develop employee handbook and update policies as needed. Lead employee engagement and retention initiatives.

3. Legal & Contract Administration: Coordinate contract review, insurance certificates, licensing, and corporate filings. Maintain compliance with legal, regulatory, and bonding requirements. Serve as liaison with external legal counsel for administrative and corporate matters. Oversee company policy governance, ensuring updates reflect current laws and business practices.

4. Development & Organizational Management: Partner with executive leadership on organizational design, structure, and staffing. Lead process improvement initiatives across departments to increase efficiency. Support professional development and training programs for staff. Assist with internal communications, culture development, and leadership initiatives.

5. IT & Systems Oversight: Provide administrative oversight for IT systems, vendors, and infrastructure. Manage company technology platforms (ERP/project management software, HRIS, accounting systems). Ensure cybersecurity best practices and data protection protocols are in place. Lead adoption of digital tools to improve efficiency in administration, payroll, and project reporting.

6. Safety Administration: Maintain safety records, training logs, and compliance documentation. Oversee workers’ compensation reporting, incident tracking, and safety audits from an administrative standpoint. Support the Safety Manager in documentation, communication, and reporting.

7. Marketing and Business Support: Oversee branding, corporate communications, and company presentation materials. Coordinate marketing efforts, website content updates, and community engagement. Manage relationships with marketing vendors and ensure consistent company image. Support proposal and prequalification documentation for new business opportunities.

8. Facility Management Support: Provide administrative and operational support to General Managers responsible for each facility. Ensure consistency in facility-related policies, vendor management, and maintenance standards across all locations. Oversee facility documentation such as leases, insurance certificates, service contracts, and capital improvement approvals. Coordinate shared services (e.g., security, IT infrastructure, office systems, and safety compliance) between buildings. Track facility budgets and assist General Managers in planning and reporting. Support compliance with safety, environmental, and accessibility regulations company-wide.

9. Librarian / Document Control: Maintain organized and accessible digital and physical company records. Oversee version control for policies, templates, and project documentation. Manage records retention schedules in compliance with legal and regulatory requirements.

Limits of Authority:

1.The Director of Administration has hire and termination authority upon approval of the President.

2.Responsible to implement and enforce the administrative strategy of the organization in conjunction with the President and Ownership.

Relationship to Others:

1.Reports directly to the President.

2.Responsible for the Administrative Department across multiple companies.

3.Responsible to work with Operations Management to ensure processes and procedures are the best fit for the company in totality.

Accountability:

1. The Director of Administration is the leader for the administration department and must take the ownership that entails. Must work to build a team that is self-sufficient through the use of company procedures and core values.

Knowledge and Experience Required:

1.Bachelor’s degree in Business Administration, Human Resources, Management, or a related field (MBA preferred).

2. 10+ years of progressive administrative leadership or operational leadership, including 5+ years in a senior management role.

3.Experience in the construction industry strongly preferred.

4.Demonstrated success supporting executive teams and aligning administrative systems with corporate growth objectives.

5.Experience managing or supporting multi-location operations and working collaboratively with local leadership (e.g., General Managers).

6.Broad knowledge of HR, compliance, IT systems, contract administration, and organizational management.

7.Familiarity with bonding, insurance, licensing, and regulatory compliance within the construction industry.

8.Skilled in policy development, process improvement, and cross-departmental coordination.

9.Strong leadership, communication, and problem-solving abilities with high integrity and discretion.

Job Type: Full-time

Pay: $100,000.00 - $120,000.00 per year

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Flexible spending account

- Health insurance

- Life insurance

- Paid time off

Work Location: In person