Manager, Corporate Administration and Business Operations

CERES•Sarasota, FL

10d•$100,000 - $130,000•Onsite

About The Position

Ceres Environmental Services is hiring a Manager, Corporate Administration & Business Operations to support company-wide administrative and operational needs and ensure the corporate headquarters operates smoothly. Based in the Sarasota office, this is a hands-on position requiring in-office work five days per week. The role works closely with the CFO, Chief Administration Officer, Director of Legal and Compliance, and other leaders on corporate administrative and operational matters. It involves oversight as well as direct execution across corporate records, business licensing and registrations, contracts, headquarters operations, and backup travel support. The position requires discretion when handling confidential business information and frequent interaction with internal departments, vendors, government agencies, and external business partners. The manager maintains corporate entity records and documentation, coordinates filings and business registrations, and oversees centralized contract records and milestones. The role also manages day-to-day headquarters administration, including front-office activities, office services, and meeting readiness, and provides backup support coordinating and booking employee business travel. The successful candidate is organized, detail-oriented, able to work independently under strict deadlines, and capable of recognizing and escalating business, contractual, legal, or compliance concerns. Ceres Environmental Services describes itself as a crisis management, rapid response, and disaster recovery company founded in 1976. Its services include emergency response, environmental services, planning and consulting, debris removal and management, blue roofs, logistics, demolition, recycling, forest management, and coastal and marine restoration. The company says its work supports communities recovering and rebuilding after disasters.

Requirements

10+ years of progressively responsible experience in business administration, corporate operations, contract administration, corporate services, legal administration, or a related environment.
Demonstrated ability to work with confidential and sensitive business information.
Strong initiative.
Exceptional organizational skills and the ability to independently manage multiple priorities while meeting strict deadlines.
Strong attention to detail and ability to carefully review business documents and correspondence.
Excellent written and verbal communication skills.
Strong critical-thinking and problem-solving abilities.
Ability to interact effectively with senior leadership, internal departments, government agencies, vendors, and external business partners.
Ability to understand the broader business context of assignments, not just complete individual administrative tasks.
Proficiency in Microsoft Office Suite and comfort working with electronic document management and tracking systems.
Ability to work in the Sarasota office five days per week.

Nice To Haves

Bachelor's degree in business administration, management, or a related field; equivalent professional experience will be considered.

Responsibilities

Maintain oversight of corporate records and documentation for multiple legal entities and EINs, including entity names, EINs, addresses, officers, registered agents, and jurisdictions.
Coordinate entity-related filings, annual reports, registrations, certificates, and documentation; maintain centralized corporate records and respond to documentation requests.
Work with legal, finance, tax, and other resources on matters requiring specialized expertise.
Oversee and track business licenses, registrations, permits, and renewals across entities, locations, and jurisdictions.
Maintain tracking systems and calendars for licensing and registration deadlines; coordinate required information and documentation, communicate with agencies, follow up on outstanding items, and escalate potential issues or delays.
Maintain centralized contract records and documentation, track agreement status and milestones, and coordinate contracts through internal review, approval, and signature.
Ensure executed agreements and supporting documents are properly maintained; help business leaders locate and understand existing contractual documentation; identify matters needing management attention.
Handle confidential, sensitive, and proprietary information with discretion, and recognize and escalate business, contractual, legal, or compliance concerns.
Oversee day-to-day corporate headquarters administrative operations and maintain a professional, organized, well-functioning office environment.
Manage front-office activities, including welcoming visitors, routing incoming calls, and overseeing correspondence and deliveries, with attention to confidential and time-sensitive matters.
Coordinate office supplies and services, shipping and courier services, conference room scheduling, meeting readiness, and other operational needs.
Provide backup support to the travel team and help coordinate and book employee business travel in compliance with company policies.
Maintain travel documentation and credit tracking, monitor policy exceptions or unusual costs, and escalate complex or unresolved issues to the appropriate Travel Department representative.
Undertake special projects and manage a varied workload across corporate records, licenses, contracts, travel, and headquarters operations.