Operations Administrator

++About B&H++

B&H Specialty Construction Services is a Sarasota-based luxury residential and

specialty construction firm serving clients across Sarasota, Longboat Key, Siesta Key,

and the surrounding Gulf Coast communities. We manage complex, high-value

projects that demand precision, discretion, and a professional standard at every

touchpoint. Our team is small, fast-moving, and highly collaborative — every role has

real impact.

++Position Overview++

We are seeking a detail-oriented and proactive Operations Administrator to serve as

the operational backbone of our business. This role sits at the intersection of project

administration, compliance, accounting, and business development support. The ideal

candidate is organized, self-directed, and comfortable managing multiple priorities in

a dynamic construction environment.

++Key Responsibilities++

Administrative & Office Management

• Manage day-to-day office operations, correspondence, and scheduling for

company principals

• Maintain organized digital and physical filing systems for projects, contracts,

and compliance documents

• Coordinate internal communications and support field and office teams with

administrative needs

• Assist in preparation of proposals, scopes of work, and client-facing documents

as directed

• Oversee office supply inventory and vendor relationships for operational needs

Subcontractor Document Management

• Collect, track, and maintain current certificates of insurance, W-9s, and

executed subcontractor agreements for all active trade partners

• Issue compliance notifications and follow up with subs on expired or missing

documentation

• Maintain a master subcontractor compliance database, updated on a rolling

basis

• Coordinate new vendor onboarding and verify licensing and insurance

requirements prior to project mobilization

Workers’ Compensation & Company Insurance

• Manage company workers’ compensation policy, including payroll reporting,

audit preparation, and coordination with the insurance broker

• Track and renew general liability, auto, umbrella, and other company insurance

policies

• Maintain certificates of insurance for clients and project-specific requirements

• Serve as the primary contact for insurance carriers and brokers on day-to-day

policy matters

• Support claims administration and documentation as needed

Bookkeeping & Project Accounting

• Manage accounts payable and receivable, including subcontractor and vendor

invoice processing and client billing

• Maintain project-level cost tracking and reconcile actuals against budgets in

coordination with project management

• Process payroll or coordinate with payroll service provider on a recurring basis

• Reconcile bank and credit card accounts and support month-end close

procedures

• Prepare financial reports and support annual CPA review or audit as required

• Maintain organized records in QuickBooks or equivalent accounting platform

Lead Management & Client Intake

• Serve as the first point of contact for incoming leads via phone, email, and

referral

• Qualify prospective clients and gather project information to support initial

consultations

• Maintain and update the company CRM or lead tracking system with

consistent, accurate records

• Coordinate follow-up communications and help nurture prospect relationships

through the pre-construction pipeline

• Support business development efforts including tracking referral sources and

preparing intake materials

General Operations Support

• Assist with procurement activities including vendor sourcing, purchase order

issuance, and material order coordination

• Support project managers with scheduling, documentation, and permitting

logistics as needed

• Manage company vehicle records, registration renewals, and routine

compliance tasks

• Take on special projects and operational initiatives as directed by company

leadership

++Qualifications++

Required

• 3 years of administrative, office management, or project coordination

experience; construction industry experience strongly preferred

• Proficiency in QuickBooks or comparable bookkeeping software

• Strong command of Microsoft Office and/or Google Workspace

• Demonstrated ability to manage sensitive documents and maintain

confidentiality

• Exceptional organizational skills and attention to detail with the ability to

manage competing priorities

• Professional written and verbal communication skills

Preferred

• Experience with construction project management platforms (JobTread,

Buildertrend, Procore, or similar)

• Familiarity with subcontractor compliance and construction insurance

requirements

• Background in CRM management or sales/lead coordination

• Associate’s or Bachelor’s degree in business, accounting, or a related field

++Compensation & Benefits++

• Competitive salary commensurate with experience

• Paid time off and holidays

• Direct exposure to high-profile luxury residential construction projects

• Collaborative, growth-oriented team environment