Administrative Supervisor

Kya Services, LLC•Santa Ana, CA

8d•$75,000 - $90,000•Onsite

About The Position

The Administrative Supervisor leads and coordinates daily administrative operations, bringing a balance of creative problem-solving and rigorous organizational structure to the department. Serving as the operational anchor and creative workflow facilitator, this role ensures consistency, high aesthetic and technical standards, and seamless coordination across administrative functions. The Administrative Supervisor oversees administrative team members, refines digital and physical file structures, manages departmental budgets, and designs streamlined, engaging workflows. By combining creative thinking with meticulous organization, the Administrative Supervisor acts as a key liaison between administrative support and strategic cross-functional initiatives across all departments.

Requirements

Bachelor’s degree in Business Administration, Communications, Marketing, or a related field preferred.
3+ years of administrative or operations experience, with at least 1–2+ years in a supervisory or team lead role required.
Experience with creative project coordination, workflow management, marketing support, or business development preferred.
Construction industry experience is a plus.
High proficiency in Google Workspace (G-Suite) and Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
Knowledge of CRM tools, project management software (e.g, Monday), and digital asset organization.
Proficiency in Adobe Acrobat and document design/layout tools.
Experience with expense management software (such as Sage) and ticketing systems.
Exceptional written and verbal communication skills with a strong eye for typography, formatting, and visual layout in business correspondence and reports.
Creative problem-solving mindset with the ability to turn complex administrative requirements into clear, visually structured workflows.
Ability to comprehend technical instruction, contract language, and standard operational policies.
Superior organizational, time-management, and file-architecture skills with high attention to detail.
Strong analytical abilities to track budgets, apply Excel formulas, compile data, and manage multiple priorities under tight deadlines.
Valid California Driver’s License required.

Nice To Haves

Construction industry experience is a plus.

Responsibilities

Supervise, mentor, schedule, and evaluate administrative staff, instilling a culture of innovation, attention to detail, and high accountability.
Design creative training materials, onboarding workflows, and standard operating procedures (SOPs) to keep administrative team members engaged and organized.
Conduct performance evaluations and collaborate with leadership to implement best practices, team-building ideas, and modern workplace solutions.
Oversee and manage the employee timecard process, ensuring accurate, timely submittals and compliance tracking.
Oversee day-to-day office operations, establishing structured yet adaptable processes that elevate operational efficiency.
Design and enforce clear digital organizational standards across the Administration Drive, ensuring proper file naming conventions, version controls, and intuitive folder structures.
Perform weekly audits of the internal ticketing system (3-day follow-up report) to maintain rapid, high-touch support and resolution standards.
Supervise travel arrangements, event logistics, and vendor management (including janitorial and facility vendors), maintaining well-organized and welcoming physical and digital environments.
Maintain, track, and reconcile Administration and Regional/Divisional budget spreadsheets with high mathematical precision.
Review and approve internal team expense reports via Sage Expense Management.
Partner closely with Marketing, IT, Business Development, and Sales to support cross-departmental projects and organizational initiatives.
Apply creative design and formatting skills to assist in preparing high-quality reports, executive presentations, internal communications, and event materials.
Support the Request for Proposal (RFP) and prequalification processes through well-structured documentation and attention to visual detail.
Coordinate, plan, and execute internal events, external corporate gatherings, and Public Relations activities.
Support new product development initiatives by applying knowledge of product workflows and creative presentation methods.
Oversee building maintenance, repairs, and janitorial services, serving as the primary point of contact for facility vendors, property managers, and cleaning personnel to ensure a safe, clean, and well-maintained work environment.
Manage facility supply inventories, coordinate building access, and address routine operational or physical facility needs across company locations.