Director of Administrative Operations

Aafpgh; Pittsburgh (Allegheny County); Hybrid; USD 120,000 - 180,000; Full time

Benefits offered by this job

On-site parking

Job summary

Aafpgh is seeking a Director of Administrative Operations to lead the Project Administrators team, oversee administrative, financial, and HR functions, and serve as Executive Assistant to the President. The role requires strong leadership, process discipline, and meticulous attention to documentation across projects.

This on-site position offers in-person collaboration five days a week, with standard hours and parking, supporting a diverse portfolio of residential, commercial, and specialty

Qualifications

• 7–12 years of relevant experience required.
• Construction industry experience highly desirable.
• Strong leadership and organizational skills.
• Experience with project administration, budgeting, and HR processes.
• Ability to train and develop team members.

Responsibilities

• Lead, mentor, and train Project Administrators on procedures and systems.
• Oversee submittals, RFIs, change orders, and purchase orders for timely completion.
• Coordinate recruiting, onboarding, and health insurance administration; ensure compliance.
• Organize start-up, compliance, and close-out documentation; manage records in SharePoint.
• Audit cost codes, budgets, and vendor invoices; guide admins on financial tracking.
• Serve as Executive Assistant to the President with high-level scheduling and priorities.
• Develop and maintain administrative templates and resources.

Skills

Leadership

Organizational skills

Communication

Problem-solving

Team training

Financial accuracy

Multitasking

Tools

Acumatica

SharePoint

Job description

Description

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.

Requirements

Essential Duties & Responsibilities

Administrative Leadership

• 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

Skills, Competencies & Requirements

• 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