Operations Administrative Assistant

Description

The Administrative Support – Subcontractor Recruiting role provides critical operational support to the recruiting and onboarding of subcontractors across all service areas. This position ensures smooth communication, accurate documentation, timely follow-up, and organized workflow throughout the subcontractor recruitment pipeline. 

FLSA STATUS: Hourly

KEY RESPONSIBILITIES:

Recruiting Support

• Post subcontractor opportunities on approvedjob boards and trade platforms.
• Manage inbound applications and routequalified leads to the Recruiting team.
• Conduct initial outreach (phone, text,email) using approved scripts.
• Track candidate progress through the recruiting pipeline (apply ? qualify ?  onboard).

Administrative & Data Management

• Maintain accurate records in CRM/ATS systems (Cilio, spreadsheets, or internal databases).
• Input, obtain, and update subcontractor contact information, licenses, insurance, and required documents.
• Prepare packets for onboarding, including W-9s, background check forms, and SOPs.
• Monitor expiration dates for insurance or certifications and issue renewal reminders

Communication & Coordination

• Act as a  point of contact for subcontractor applicants with questions about requirements or next steps.
• Coordinate with Operations, Field Management, and Finance to ensure subcontractors are fully cleared before assignment.
• Send follow-up messages, reminders, and confirmations to keep candidates moving.

Compliance Support

• Ensure all documentation aligns with company policies, insurance requirements, and client expectations.
• Assist with background checks, drug screenings, and compliance audits.
• Maintain confidentiality of sensitive information.

General Office & Administrative Duties

• Support the recruiting team with scheduling, reporting, file management, and meeting prep.
• Prepare forms, templates, and communications as needed.
• Handle daily administrative tasks such as inbox management, calendar support, and document organization.

Requirements

• 1–2 years of administrative, recruiting, or customer-service experience.
• Strong organizational and follow-up skills.
• Ability to handle sensitive information with professionalism.
• Reliable, consistent, and comfortable  working in a fast-paced environment.
• Language Skills – Ability to read and comprehend simple instructions, correspondence, and memos. Ability to write letters and prepare other documents as needed. Proofreads work.
• Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure for basic algebraic and geometric calculations.
• Reasoning Ability – Ability to apply common sense understanding to carry out detailed but uninvolved written or oral      instructions. Ability to deal with problems involving few concrete variables in standardized situations.
• Computer Skills – Knowledge of computer  workstations and peripheral equipment; Proficient with basic technology      (Microsoft Office, Google Workspace, CRM/ATS). 
• Communication Skills – Excellent written and verbal communication in English.
• Vision – Ability to view documents, multiple screens, and read handwritten documents.

Preferred

• Experience in subcontractor management, trades, or home-services industries.
• Familiarity  with onboarding paperwork (W-9, COI, background checks).
• Experience managing  high-volume workflows

EMPLOYMENT AT-WILL

Employment is voluntarily entered into, and employees are free to resign at will at any time, with or without cause. Similarly, the company may terminate the employment relationship at will at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 While performing the duties of this job, the employee is regularly required to sit; reach with hands and arms; and talk and hear. The employee must be able to lift and carry 25 lbs. (i.e., laptop, monitor or carpet pad) in order to move it as needed. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

o Independent – ability to work independently and efficiently (with little supervision) 

o Oral Communication – Speaks clearly and persuasively; participates in meetings.

o Written Communication – Writes clearly; able to read and interpret written information.

o Teamwork – Ability to work with multiple teams; Contributes to building a positive team spirit.

o Diversity – Promotes a harassment-free environment.

o Ethics – Treats people with dignity and respect.

o Organizational Support – Supports the organization’s goals, values, and code of ethics.

o Judgment – Exhibits sound and accurate judgment; includes appropriate people in the decision-making process; makes timely decisions; uses appropriate discretion when handling sensitive information.

o Planning/Organizing – Prioritizes work activities; uses time efficiently.

o Professionalism – Focuses on solving conflict, not blaming; accepts responsibility for own actions.

o Quality – Demonstrates accuracy and thoroughness; monitors own work to

ensure quality.

o Quantity – Meets productivity standards; completes work promptly.

o Safety and security – Observe safety and security procedures; reports unsafe conditions; uses equipment and materials properly.

o Follow-up – Must be organized and able to follow-up on statuses and ensure completion of tasks.