Administrative Operations Coordinator

CCR Search • Phoenix, AZ

2d • Remote

About The Position

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.

Requirements

• 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 with ERP systems is required; Odoo or similar platforms preferred.
• Experience with HRIS/payroll systems is required; Rippling or similar platforms preferred.
• Proficiency with Microsoft Office, Google Workspace, ERP systems, HRIS platforms, and other business applications.

Nice To Haves

• 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.
• Working knowledge of OSHA requirements, contractor licensing, prevailing wage requirements, and construction compliance processes is preferred.
• 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.
• Ability to thrive in a remote work environment while staying organized and highly productive.

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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree