Operations Administrator

The Pidcock Company•Allentown, PA

35d•Hybrid

About The Position

The Operations Administrator is a central role responsible for keeping the firm’s business operations running smoothly while providing direct support to firm leadership. This position sits at the intersection of executive support, accounting and financial administration, office operations, and human resources — serving as the operational backbone that allows the firm’s engineers, planners, and architects to focus on client work and project delivery. The successful candidate will manage accounts payable and receivable, support project invoicing, coordinate vendor relationships, maintain office systems and supplies, assist with employee on-boarding and benefits administration, and provide executive-level administrative support to firm principals. This is a hands-on role that requires initiative, discretion, and the ability to manage multiple priorities across different functional areas simultaneously. The Pidcock Company values candidates who combine strong organizational and financial skills with a collaborative, service-oriented mindset. While this role supports firm leadership, it also serves every member of the team — making reliability, professionalism, and a genuine interest in the firm’s success essential qualities.

Requirements

3–7+ years in office administration, bookkeeping, or operations support, preferably in a professional services or AEC environment
Associate’s or bachelor’s degree in business administration, accounting, office management, or a related field
Strong proficiency with Microsoft Office Suite, including advanced Excel skills for reporting and tracking
Familiarity with benefits administration, HRIS tools, document management, and cloud-based file storage
Exceptional organization and attention to detail, with discretion handling sensitive financial and personnel information
Self-directed and proactive — able to anticipate needs and manage multiple concurrent priorities without direction
Excellent written and verbal communication skills — ability to produce clear, professional correspondence, reports, and financial summaries for internal and external audiences.
Discretion and confidentiality — this role handles sensitive financial, personnel, and business information. Absolute trustworthiness is non-negotiable.

Responsibilities

Provide direct administrative support to firm principals and staff, including calendar management and meeting coordination
Manage expense reports, credit card reconciliation, firm subscriptions, software licenses, and membership renewals
Manage insurance renewals and certificates of insurance (COI) — coordinate with the firm’s insurance broker for professional liability (E&O), general liability, auto, workers’ compensation, and umbrella coverage.
Prepare, format, and proofread professional correspondence, reports, proposals, and presentation materials
Manage incoming communications and maintain organized filing systems for contracts, records, insurance, and corporate files
Assist with new employee on-boarding and off-boarding — new-hire paperwork, workstation setup, orientation, and exit documentation
Manage professional license renewals and continuing-education requirements for licensed engineers and registered architects
Manage office supplies, equipment, and vendor relationships; coordinate IT and building-maintenance needs with internal managers