Administrative Supervisor

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 a leading specialty construction company focused on delivering high-quality environments through innovation, integrity, and operational excellence. We are committed to building strong teams, developing leaders, and creating efficient systems that support scalable growth. Recognized as a USA TODAY Top Workplace, we foster a collaborative, team-oriented culture that values innovation, well-being, and shared success. We empower our team members to listen, understand, and advise, creating an environment where every voice contributes to meaningful impact.

Position Summary

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.

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.

Qualifications & Skill Requirements

Education & Experience:

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.

Computer & Technical Skills:

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.

Creative & Communication Skills:

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.

Organizational & Reasoning Abilities:

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.

Creative Problem-Solving: Innovative approach to workflow optimization, document layout, and office problem-solving.

Meticulous Organization: Exceptional system structure, file management, and task tracking.

Leadership & Team Mentorship: Inspiring and developing administrative personnel through collaborative guidance.

Cross-Functional Collaboration: Communicating effectively between Marketing, Administration, and Business Development.

Attention to Detail: Rigorous quality control across schedules, expenses, reports, and digital drives.

Confidentiality Requirement

Maintaining confidentiality is a fundamental responsibility of this position. The Administrative Supervisor is expected to handle sensitive information with discretion and uphold the highest standards of privacy and confidentiality at all times. This includes, but is not limited to, internal processes, employee records, client information, proprietary data, and non-public company-related materials. Breach of this responsibility may result in disciplinary action up to and including termination.

Physical Demands & Work Environment

Work Environment: Primary duties are performed in an office desk environment with moderate noise levels. Position requires flexibility, adaptability, and proactive organization to meet demanding deadlines. Occasional travel is required for events, company initiatives, and off-site meetings.

Physical Demands: Regularly required to sit, talk, hear, and use hands/fingers to handle office equipment. Frequently required to stand, walk, reach with hands and arms, and occasionally stoop, kneel, crouch, or lift/move up to 50 pounds for up to 12 hours per day. Specific vision abilities required by this job include close vision.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

This job description is not intended to be an all-inclusive list of duties, responsibilities, or qualifications. Team members may be asked to perform other related duties as assigned to support organizational growth.