Administrative Services Manager (Bilingual) Carrollton, Ga

Administrative Services Manager

Position Overview

The Administrative Services Manager reports to the Director of Business Operations and plays a key role in supporting the efficient operation of Mullins Mechanicals administrative and support service functions across all company locations. This position is responsible for establishing scalable processes standards and support services that enable office operations regulatory compliance insurance administration licensing management and vendor qualification activities to operate consistently and effectively as the company grows. The role works closely with office personnel operational leaders accounting HR legal and external partners to ensure administrative infrastructure supports organizational objectives. This role requires strong organizational leadership process management capabilities and a service-oriented mindset.

Key Accountabilities

Administrative Operations & Office Services

Oversee administrative operations and office support services across all company locations.

Establish standards policies and workflows that promote consistency professionalism and operational efficiency.

Develop scalable processes to support future office expansion and organizational growth.

Serve as the primary leader for the companys Office Management function and administrative support network.

Evaluate administrative processes and identify opportunities for standardization automation and continuous improvement.

Office Management Leadership & Expansion

Provide leadership guidance and support to Office Managers across company locations.

Develop onboarding training and operating procedures for office personnel.

Support planning setup and administrative readiness activities for new offices and satellite locations.

Establish service expectations performance standards and communication processes across the office network.

Foster collaboration and knowledge sharing among administrative teams.

Insurance Risk & Corporate Compliance Administration

Oversee administration of corporate insurance programs including policy renewals broker coordination audits certificates claims support and related documentation.

Coordinate with insurance brokers carriers and internal stakeholders to support risk management activities.

Ensure accurate maintenance of insurance records and organizational compliance requirements.

Monitor reporting requirements renewal schedules and compliance deadlines.

Licensing Registrations & Regulatory Compliance

Manage contractor licensing state registrations tax registrations and other recurring compliance obligations.

Establish systems and controls to ensure timely renewals and regulatory filings.

Maintain accurate compliance records and supporting documentation.

Coordinate with legal finance operations and external agencies to support compliance activities.

Develop reporting and tracking mechanisms that provide visibility into compliance status and upcoming requirements.

Vendor & Customer Qualification Support

Oversee administration of customer and vendor compliance platforms including Avetta ISNetworld Textura and similar systems.

Ensure qualification records remain current and support operational needs.

Coordinate responses to compliance requests audits and customer requirements.

Develop repeatable processes that improve responsiveness and reduce administrative burden.

Maintain documentation standards and reporting related to qualification activities.

Continuous Improvement & Service Delivery

Establish service standards and key performance indicators for administrative support functions.

Develop dashboards reporting and visibility tools that support management decision-making.

Monitor workload trends and resource requirements as the organization grows.

Identify opportunities to leverage technology automation and process improvements.

Lead special projects related to administrative operations office services and organizational growth initiatives.

Measures of Success

Success in the Administrative Services Manager role is demonstrated by:

Consistent administrative standards and service delivery across all office locations.

Timely completion of insurance renewals registrations licenses and compliance obligations.

Accurate and current qualification status across customer and vendor compliance platforms.

Successful onboarding and support of new office locations.

Positive feedback from office personnel operational leaders and internal stakeholders.

Reduction in administrative inefficiencies through process improvements and standardization.

Strong documentation reporting and visibility into administrative compliance activities.

Qualifications & Experience

Bachelors degree in Business Administration Operations Management Public Administration or related field preferred.

5-10 years of experience in office management administrative operations business operations compliance administration or related functions.

Experience managing multiple administrative functions simultaneously in a growing organization.

Experience supporting multiple locations or geographically dispersed operations preferred.

Knowledge of insurance administration licensing compliance tracking and vendor qualification processes preferred.

Strong organizational process management and documentation skills.

Demonstrated ability to build scalable systems and administrative processes.

Excellent communication stakeholder management and problem-solving abilities.

Proficiency with Microsoft 365 SharePoint reporting tools and business systems.

Working Conditions & Flexibility

Primary work location based in the Greenway Office.

Regular travel to company offices and new office locations as needed to support administrative operations and expansion activities.

Ability to walk active jobsites and office facilities when supporting location setup inspections audits or operational reviews.

Ability to stand or walk for extended periods during office visits and site assessments.

Ability to lift up to 25 pounds when assisting with office setup equipment or supplies.

Flexibility to adjust work hours periodically to support office launches organizational initiatives and business needs.

Join Us
Mullins Mechanical ranked #243 on the 2024 ENR Top Specialty Contractors list #48 in the Nation and #5 in the Southeast among Firms in Mechanical. Were proud to be one of the fastest growing privately held companies in America. Were a self-performing specialty contractor specializing in design-build applications HVAC systems plumbing process piping systems boiler and chiller systems equipment installation and rigging plant relocation and maintenance fire protection and metal fabrication. Our projects are often in industrial and heavy commercial environments such as manufacturing facilities automotive plants chemical plants distribution centers warehouses data centers and other large facilities.