Operations Administrator

About the Company

B&H Specialty Construction Services is a Sarasota-based firm focused on luxury residential and specialty construction. Its work spans Sarasota, Longboat Key, Siesta Key, and nearby Gulf Coast communities. The company handles complex, high-value projects where accuracy, discretion, and professional conduct are essential at every stage. The team is compact, quick to act, and strongly collaborative, so each role contributes meaningfully to the business.

Role Overview

The company is looking for an organized and proactive Operations Administrator to act as the central support point for operations. This position blends project administration, compliance tracking, bookkeeping support, and business development assistance. The right person will be self-managed, highly structured, and able to juggle several priorities in a fast-paced construction setting.

Administrative and Office Management

• Handle routine office functions, correspondence, and scheduling for the company principals.
• Keep digital and paper records well organized for projects, contracts, and compliance files.
• Support internal communication and provide administrative help to both field and office teams.
• Assist with drafting proposals, scopes of work, and client-facing materials when requested.
• Manage office supplies and maintain relationships with vendors that support daily operations.

Subcontractor Compliance Management

• Collect, monitor, and update certificates of insurance, W-9 forms, and signed subcontractor agreements for all active trade partners.
• Send compliance reminders and follow up when documents are missing or expired.
• Maintain a current subcontractor compliance database on an ongoing basis.
• Coordinate onboarding for new vendors and confirm licensing and insurance requirements before work begins.

Insurance and Workers' Compensation

• Oversee the workers' compensation policy, including payroll reporting, audit preparation, and coordination with the insurance broker.
• Track renewals for general liability, auto, umbrella, and related company insurance policies.
• Keep certificates of insurance current for clients and project-specific needs.
• Act as a day-to-day contact for insurance brokers and carriers.
• Assist with claim-related documentation and administrative follow-up as needed.

Bookkeeping and Project Accounting

• Manage accounts payable and receivable, including subcontractor and vendor invoices as well as client billing.
• Track project costs and compare actual spending with budgets in coordination with the project team.
• Run payroll or work with the payroll provider on a recurring schedule.
• Reconcile bank and credit card accounts and help with month-end close tasks.
• Prepare financial reports and support annual CPA review or audit requirements.
• Keep accounting records organized in QuickBooks or a similar platform.

Lead Handling and Client Intake

• Respond to incoming leads by phone, email, and referral as the first point of contact.
• Screen potential clients and collect project details to support initial consultations.
• Update the CRM or lead tracker with accurate and consistent information.
• Coordinate follow-up outreach and help move prospects through the pre-construction stage.
• Support business development by tracking referral sources and preparing intake materials.

General Operational Support

• Assist with procurement tasks, including vendor research, purchase orders, and material order coordination.
• Help project managers with scheduling, documentation, and permitting-related logistics.
• Maintain vehicle records, registration renewals, and other routine compliance items.
• Take on additional operational projects and assignments as directed by leadership.

Qualifications

Applicants should have at least 3 years of experience in administration, office management, or project coordination, with construction experience preferred. Strong QuickBooks skills are required, along with solid proficiency in Microsoft Office or Google Workspace. The role also calls for discretion, strong document handling practices, excellent organization, the ability to manage several priorities at once, and professional communication skills in both written and verbal form.

Preferred Background

Helpful additions include experience with construction management tools such as JobTread, Buildertrend, Procore, or similar platforms; familiarity with subcontractor compliance and construction insurance practices; experience supporting CRM systems or sales/lead coordination; and an associate's or bachelor's degree in business, accounting, or a related discipline.

Compensation and Benefits

• Salary is competitive and will be based on experience.
• Paid time off and holidays are included.
• The position offers direct exposure to high-profile luxury residential construction projects.
• Employees join a collaborative team with a strong growth mindset.