Operations Administrator

PSD is seeking a highly organized and proactive Operations Administrator to support the Director of Finance and Business Operations and the broader leadership team. This role plays a critical part in maintaining operational efficiency across the organization by coordinating administrative functions, supporting internal systems and technology, and assisting with cross‑department initiatives that help the firm operate smoothly and effectively.

The ideal candidate is detail‑oriented, resourceful, and comfortable working with senior leadership while managing multiple priorities. This position offers the opportunity to contribute meaningfully to the operational success of a nationally recognized architecture and construction firm.

Executive & Administrative Support

• Provide high‑level administrative support to the Director of Finance and Business Operations, including calendar management, meeting coordination, and correspondence.
• Assist with coordination of leadership team meetings, including preparation of agendas, materials, and follow‑up action items.
• Organize and maintain digital and physical filing systems to ensure accurate documentation and accessibility.
• Prepare reports, presentations, and internal documentation as needed.
• Serve as a coordination point between leadership and internal teams to ensure timely communication and follow‑through.

Business Operations Support

• Assist with tracking operational metrics and preparing internal reports and dashboards for leadership review.
• Support budgeting and financial planning processes through data tracking and reporting coordination.
• Assist with recruiting and onboarding coordination, including communication with external recruiting firms and preparation of onboarding documentation.
• Support internal operational initiatives and cross‑department projects that improve efficiency and collaboration.
• Assist with company events, internal meetings, and operational planning activities.

Process Improvement & Organizational Support

• Support operational process improvement initiatives across departments.
• Help document internal workflows, procedures, and best practices to improve organizational efficiency.
• Assist with implementation of operational tools and systems that improve collaboration, communication, and reporting.

Technology & Systems Coordination

• Serve as the internal liaison for technology support, coordinating with external IT vendors and assisting with basic user setup and access management.
• Support the evaluation and implementation of AI tools and other productivity technologies that improve operational efficiency.
• Assist in training staff on new systems and documenting technology best practices and procedures.

Permitting & Project Coordination Support

• Assist with regulatory filings and documentation, including permits and zoning approvals when needed.
• Track project timelines and help communicate key scheduling updates to leadership.
• Support coordination of project milestones with internal teams and external partners.

Required Skills & Experience

• Minimum 3 years of administrative or operations support experience (professional services preferred).
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook; Project a plus).
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• High attention to detail and accuracy in documentation and reporting.
• Ability to work independently and collaboratively with senior leadership and cross‑functional teams.
• Professional judgment and discretion when handling sensitive information.

Preferred Qualifications

• Associate's or Bachelor's degree preferred.
• Experience supporting senior leadership or executive‑level staff.
• Experience coordinating operational reporting or internal business processes.
• Familiarity with construction, architecture, or professional services environments.

Working Conditions

• Full‑time, in‑office position.
• Occasional coordination with external partners, consultants, or vendors.

Physical Demands:

• Ability to bend, reach, and perform routine administrative tasks.
• Ability to lift/carry materials up to 25-50 pounds as needed.