Chief of Staff

Job Summary

The Chief of Staff to the CEO serves as a strategic partner and operational leader, acting as an extension of the CEO to drive execution, align cross-functional teams, and improve organizational efficiency. This role ensures that strategic priorities are translated into clear actions, scalable systems, and consistent operations across the company.

Key Responsibilities

Executive Support

• Manage the CEO's schedule, priorities, and correspondence.
• Anticipate needs and proactively support executive decision-making.

Documentation, Dockization & Process Standardization (Core Responsibility)

• Lead company-wide Dockization, ensuring all workflows, procedures, and standards are clearly documented, current, and accessible.
• Create, maintain, and continuously improve Standard Operating Procedures (SOPs across all departments, including field operations, estimating, procurement, accounting, sales, and marketing.
• Convert tribal knowledge, verbal processes, and one-off decisions into clear, repeatable documentation.
• Ensure documentation is practical, usable, and aligned with real-world field and office operations.
• Establish documentation standards, templates, and version control to maintain consistency.
• Audit existing processes to identify gaps, inefficiencies, or outdated documentation and update accordingly.
• Drive adoption and accountability for documented processes across teams.

Strategic Planning & Execution

• Develop and monitor strategic initiatives aligned with company objectives.
• Oversee special projects such as new business launches, process improvements, and new office setups.
• Ensure all strategic initiatives and major changes are fully documented and transferable.

Operational Oversight

• Coordinate cross-departmental efforts (field teams, estimating, procurement, accounting) to ensure efficiency and collaboration.
• Identify operational bottlenecks in project delivery and resolve them through documented process improvements.
• Reduce dependency on specific individuals by implementing standardized workflows.

Communication & Liaison

• Act as the primary liaison between the CEO and internal teams, clients, subcontractors, and stakeholders.
• Draft and review executive-level communications, including board reports, leadership updates, and client correspondence.
• Translate executive direction into documented action plans and procedures.

Industry Insight & Analysis

• Monitor construction industry trends (materials, labor, regulatory changes).
• Provide analysis to guide executive decisions.
• Capture insights and lessons learned into documented best practices and playbooks.

Meeting & Event Coordination

• Prepare leadership meeting agendas, document minutes, and track action items.
• Convert recurring decisions, meetings, and action items into documented standards and processes.

Crisis & Issue Management

• Act as a surrogate for the CEO when needed, resolving field or client issues swiftly.
• Document root causes, resolutions, and preventive measures following critical issues.

Ideal Skills & Traits Documentation & Systems Thinking (Critical)

• Proven ability to create clear, structured documentation and SOPs.
• Strong discipline in turning informal processes into written systems.
• Ability to balance structure with flexibility in a fast-paced construction environment.

Core Competencies

• Deep understanding of construction workflows: estimating, scheduling, field operations, and financials.
• Strategic mindset with the ability to align company-wide goals and track KPIs.
• Confidence acting as a proxy for the CEO in internal and external settings.
• Strong stakeholder management across departments and clients.

Technical & Analytical Skills

• Proficiency in data-driven decision-making, reporting, and presentation delivery.
• Strong construction knowledge (building codes, project phases, trade coordination).
• Financial acumen with budgets, cost reports, and profitability metrics.
• Proficiency with project management and construction software (Procore, Builder trend, MS Project) and data tools.

Leadership & Problem-Solving

• Strong problem-solving skills under pressure with quick, effective decision-making.
• Skilled negotiator with vendors, subcontractors, and clients.
• Ability to lead and influence teams without direct authority.

Professional Traits

• High adaptability in shifting priorities and urgent field-office communication needs.
• Exceptional confidentiality and discretion with sensitive financial and strategic information.

Job Type: Full-time

Pay: $45, $60,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Location:

• Florence, AL Preferred)

Work Location: In person

Salary : $60,000