Director of Administrative Operations

GH Adv; Pittsburgh (Allegheny County); Sur place; USD 100 000 - 150 000; Plein temps

Avantages offerts par ce poste

Parking lot access

Résumé du poste

GH Adv is seeking a Director of Administrative Operations in the United States. The role oversees administrative, financial, project and HR support, leading Project Administrators, ensuring compliant processes and accurate financial tracking.

It also serves as Executive Assistant to the President, coordinating daily priorities and organizational needs. You will drive standardization, interface with PMs, vendors, and employees, and oversee documentation, budgets, and audits to support multiple

Qualifications

• Experience leading administrative, financial and HR support teams.
• Strong organizational and communication skills with attention to detail.
• Proven ability to manage multiple projects and deadlines.

Responsabilités

• Lead, mentor, and train Project Administrators on procedures and systems.
• Establish standardized administrative and document management processes.
• Coordinate workloads, perform quality checks, and resolve complex issues.
• Lead administrative team meetings and identify efficiency opportunities.
• Oversee project teams, vendors, and subcontractors; manage submittals and change orders.
• Assist with project kickoffs, meeting minutes, and template resources.
• Lead recruiting, onboarding, and open enrollment; manage health benefits and compliance.
• Organize project startup, compliance, and close-out documentation; ensure record accuracy.
• Audit cost codes, change orders, budgets; reconcile vendor statements; guide project admins.

Connaissances

Leadership

Organizational

Communication

Problem solving

Team training

Detail orientation

Financial oversight

HR coordination

Outils

Acumatica

SharePoint

Description du poste

Our client is a leading general contracting and construction firm seeking qualified candidates for the Director of Administrative Operations role. They are an award-winning company providing pre-construction and general contracting services while fostering collaborative relationships with their clients and project partners. Their diverse portfolio includes a range of residential, commercial, and specialty construction projects of varying sizes and complexity.

The Director of Administrative Operations provides administrative, financial, project, and HR support while overseeing the Project Administrators team. This role ensures accurate financial tracking, organized project documentation, compliance with company and regulatory requirements, and effective communication with Project Managers, vendors, subcontractors, and employees. This position also serves as an Executive Assistant to the company’s President, providing direct administrative and operational support while coordinating day-to-day priorities and organizational needs.

The Director of Administrative Operations provides leadership, training, and oversight to Project Administrators, establishes consistent processes, and serves as the primary point of escalation for complex administrative matters. This position requires strong organization, attention to detail, financial accuracy, problem-solving, communication, and leadership skills.

• Lead, mentor, and train Project Administrators on company procedures, systems, and best practices
• Establish and maintain standardized administrative and document management processes
• Coordinate workloads, conduct quality checks, and address complex administrative issues
• Lead administrative team meetings and identify opportunities to improve efficiency

Project & Administrative Support

• Provide administrative oversight to project teams as needed
• Serve as a primary point of contact for vendors and subcontractors
• Provide oversight to Submittals, RFIs, RFCOs, change orders, and purchase orders to ensure timely completion
• Assist with project kickoffs and meetings, including meeting minutes as needed
• Develop and maintain administrative templates and resources

Human Resources

• Lead recruiting, candidate screening, onboarding, and offboarding
• Manage employee health insurance administration and open enrollment
• Ensure Federal and State compliance including I-9
• Maintain confidentiality of employee and company information
• Driver of employee relations, conflict resolution, and workplace culture
• Maintain and regularly update the employee handbook

Project Documentation & Compliance

• Organize and oversee project start-up, compliance, and close-out documentation
• Oversee subcontracts, verify exhibits, and ensure proper execution
• Monitor company and subcontractor compliance requirements and deadlines
• Ensure accurate maintenance of records, primarily through SharePoint
• Establish and train the administrative team on document management best practices

Financial Tracking & Budgeting

• Oversee Project Manager’s reports to ensure accuracy and completion
• Audit cost codes, change orders, commitments, and budgets for accuracy
• Reconcile vendor statements and resolve invoice discrepancies in coordination with Project Managers
• Provide guidance to Project Administrators on financial tracking and budgeting processes
• Conduct periodic audits to ensure project records are accurate and complete
• 7–12 years of relevant experience required
• Construction industry experience highly desirable
• Strong understanding of AIA contracts highly desirable
• Experience with Acumatica preferred
• Strong leadership, organizational, communication, and problem-solving skills
• Exceptional attention to detail and financial accuracy
• Ability to manage multiple projects, priorities, and deadlines
• Ability to work independently while collaborating effectively with Project Managers and administrative staff
• Strong professionalism and discretion when handling confidential information
• Ability to train and develop team members
• Self-motivated, adaptable, and solutions-oriented
• Possess strong management skills and the ability to effectively oversee, develop, and motivate employees while maintaining a positive and productive work environment

Schedule & Location

In person, 5 days per week | 8:00 AM–4:30 PM | On-site with parking lot access