Administrative Operations Lead & Workflow Architect

Kya Services, LLC; Santa Ana (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

KYA is seeking an Administrative Supervisor to lead daily administrative operations in Santa Ana, CA. You will mentor staff, refine file structures, manage budgets, and design streamlined workflows to support cross-functional initiatives across departments.

The role emphasizes creative formatting, reporting, and collaboration with Marketing, IT, BD, and Sales to deliver high-quality, organized communications and efficient processes.

Qualifications

• Bachelor's degree in Business Administration, Communications, Marketing, or related field preferred.
• 3+ years of administrative or operations experience, with 1-2+ years in a supervisory or team lead role.
• Experience with creative project coordination, workflow management, marketing support, or business development preferred.
• Construction industry experience is a plus.

Responsibilities

• Lead and coordinate daily administrative operations across the department.
• Supervise, mentor, schedule, and evaluate administrative staff.
• Design training materials, onboarding workflows, and SOPs.
• Conduct performance evaluations and implement best practices.
• Oversee employee timecard process and compliance tracking.
• Oversee day-to-day office operations and driving operational efficiency.
• Establish digital file standards across drives and folders.
• Perform weekly audits of the internal ticketing system and ensure rapid support.
• Manage travel arrangements, events, and vendor management.
• Track and reconcile Administration/Regional budgets and expenses.
• Support cross-department projects with Marketing, IT, BD, and Sales.
• Prepare high-quality reports and executive presentations; assist with RFP documentation.
• Coordinate internal events and external corporate gatherings.
• Assist new product development through workflows and presentation methods.
• Oversee facility maintenance and vendor relationships to ensure a safe, clean work environment.

Skills

Communication skills

Leadership

Organizational skills

Creative problem-solving

Cross-functional collaboration

Budget tracking

Education

Bachelor's degree in Business Administration, Communications, Marketing, or related field

Tools

Google Workspace

Microsoft Office Suite

Excel

Word

PowerPoint

Outlook

CRM tools

Monday.com

Adobe Acrobat

Sage

Ticketing systems

Job description

KYA is seeking an Administrative Supervisor to lead daily administrative operations in Santa Ana, CA. You will mentor staff, refine file structures, manage budgets, and design streamlined workflows to support cross-functional initiatives across departments.

The role emphasizes creative formatting, reporting, and collaboration with Marketing, IT, BD, and Sales to deliver high-quality, organized communications and efficient processes.