Administrative Operations Leader

Steadfast Alliance; San Antonio (FL); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

401(k) w/ company match

Health insurance w/ employer contrib

Dental, Vision, and Ancillary ins

Disability Insurance

Life insurance

Paid time off & Paid Holidays

Job summary

Steadfast Alliance is seeking an Administrative Manager to oversee administrative operations, strengthen cross-team communication, and develop scalable processes that support our people and sustained growth.

In this hands-on leadership role, you’ll align field operations with finance, guide software transitions, train employees, enforce SOPs, and ensure that information flows smoothly to the right teams while continuously improving workflows.

Qualifications

• Demonstrated experience in administrative management, office operations, or a comparable leadership role.
• Experience managing, coaching, and developing a sizable administrative team.
• Strong working knowledge of administrative functions, business workflows, and document management.
• Proven ability to develop procedures, improve processes, and bring structure to complex or disorganized situations.
• Experience supporting software implementations, system transitions, and employee training.
• Experience with QuickBooks, NetSuite, Buildertrend, and Microsoft Office Suite preferred.
• Construction industry knowledge strongly preferred, including familiarity with the coordination required between field teams, project management, and office staff.
• Excellent organizational skills and the ability to manage multiple priorities while maintaining attention to detail.
• Strong written and verbal communication skills and a friendly, outgoing, approachable manner.
• Sound judgment, discretion, and a practical approach to solving problems.
• A degree in business administration, management, or a related field is a plus; equivalent experience is welcomed.

Responsibilities

• Lead a large team of administrative professionals across divisions and departments.
• Establish clear responsibilities, priorities, performance expectations, and accountability.
• Assess workloads and staffing needs, coordinate coverage, and help teams meet deadlines.
• Support hiring, onboarding, training, coaching, and performance reviews for administrative staff.
• Build a welcoming, collaborative environment where employees feel comfortable asking questions and raising concerns.
• Provide hands-on support when workloads increase or administrative issues require immediate attention.
• Evaluate existing administrative practices and identify gaps, bottlenecks, backlogs, and opportunities for improvement.
• Develop and document standard operating procedures for each division and department.
• Establish consistent practices for recordkeeping, document management, approvals, and follow-up.
• Create practical checklists, training materials, and workflows that employees can easily understand and use.
• Lead efforts to organize incomplete records, resolve outstanding administrative issues, and prevent problems from recurring.
• Monitor the effectiveness of procedures and update them as the company grows.
• Serve as a key point of coordination between field operations, administrative teams, and the financial division.
• Improve the flow of information so the right people receive accurate, complete information when they need it.
• Work closely with the Financial Manager and CFO to align administrative processes with financial reporting needs and company priorities.
• Coordinate with division and department leaders to clarify responsibilities, resolve issues, and improve handoffs.
• Lead productive team meetings and track decisions, action items, and follow-through.
• Help ensure project documentation and operational information reach the appropriate teams on time.
• Help plan and lead software transitions, including workflow development, implementation coordination, and employee training.
• Work with internal leaders and software providers to identify business needs and address implementation challenges.
• Coordinate data cleanup and validate administrative information during system transitions.
• Develop user guides and provide ongoing support to help employees use systems confidently and consistently.
• Identify opportunities to reduce duplicate work and improve how software supports daily operations.

Skills

Administrative leadership

Team development

Process improvement

Communication

Software training

Project coordination

Education

Bachelor's degree in business administration

Tools

QuickBooks

NetSuite

Buildertrend

Microsoft Office Suite

Job description

Steadfast Alliance is seeking an Administrative Manager to oversee administrative operations, strengthen cross-team communication, and develop scalable processes that support our people and sustained growth.

In this hands-on leadership role, you’ll align field operations with finance, guide software transitions, train employees, enforce SOPs, and ensure that information flows smoothly to the right teams while continuously improving workflows.