Administrative Services Manager (Bilingual)… at Mullins… · Carrollton

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 Mechanical's 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 company's 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

· Bachelor's 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.