Legacy Professional Services
Business/Office Administrator
Legacy Professional Services, Columbus, Ohio, United States, 43224
We are seeking a highly organized and detail-oriented
Business/Office Administrator
to provide comprehensive administrative, financial, and operational support across our project teams in the Columbus Metro area. This role is critical in ensuring seamless coordination between field operations, project leadership, subcontractors, and clients. The Administrator will manage daily project documentation, maintain compliance records, support financial tracking, and facilitate efficient office and workforce operations. The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment, has excellent communication skills, and can balance multiple responsibilities with accuracy and professionalism. This individual will play a key role in driving efficiency, maintaining compliance with client and regulatory requirements, and supporting both executive leadership and on-the-ground project teams. Requirements 1. Project & Field Administration •
Project Administrative Assistants / Coordinators •
Handle daily document flow (RFI logs, submittals, meeting minutes). •
Support scheduling updates, progress reports, and workforce tracking. •
Interface between project leadership and subcontractors. •
Field Office Administrators •
Manage site-based offices: supply ordering, logistics, badging systems, visitor tracking. •
Maintain daily reports, timecards, and field-level record keeping. 2. Document & Data Control •
Document Control Specialists •
Manage Procore, BIM 360, or other project management platforms. •
Version control for drawings, specifications, and change orders. •
Ensure compliance with client documentation requirements (Meta, Google, Microsoft, etc.). •
Data/Reporting Analysts •
Compile productivity metrics, safety reports, and quality documentation. •
Generate dashboards for leadership and client reviews. 3. Contract & Compliance Support •
Contracts/Procurement Administrators •
Issue POs, manage subcontractor agreements, and track insurance/COIs. •
Support procurement schedules and vendor coordination. •
Compliance Coordinators •
Track subcontractor safety certifications, background checks, badging, and training records. •
Support OCIP/CCIP (insurance program) documentation. 4. Finance & Cost Support •
Project Accountants / Billing Coordinators •
Handle pay apps, lien waivers, invoicing, and cost tracking. •
Reconcile budgets against actuals; prepare monthly cost reports. •
Payroll/Timekeeping Specialists •
Collect, verify, and process weekly craft and staff hours. •
Track per diems, travel stipends, and expense reimbursements. 5. People & Logistics •
Onboarding / HR Coordinators •
Manage site onboarding (badging, orientation, compliance docs). •
Track certifications, HR records, and site-specific requirements. •
Travel & Logistics Coordinators (if not handled by a central office) •
Arrange flights, housing, rental cars for traveling staff. •
Support relocation for long-term assignments. 6. Executive & Client Support •
Executive Assistants / Client Liaisons •
Schedule executive-level meetings and visits. •
Prepare presentation decks, reports, and client communications. This position offers a unique opportunity to work at the intersection of operations, finance, compliance, and client relations, making the Administrator a vital partner in project success.
Business/Office Administrator
to provide comprehensive administrative, financial, and operational support across our project teams in the Columbus Metro area. This role is critical in ensuring seamless coordination between field operations, project leadership, subcontractors, and clients. The Administrator will manage daily project documentation, maintain compliance records, support financial tracking, and facilitate efficient office and workforce operations. The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment, has excellent communication skills, and can balance multiple responsibilities with accuracy and professionalism. This individual will play a key role in driving efficiency, maintaining compliance with client and regulatory requirements, and supporting both executive leadership and on-the-ground project teams. Requirements 1. Project & Field Administration •
Project Administrative Assistants / Coordinators •
Handle daily document flow (RFI logs, submittals, meeting minutes). •
Support scheduling updates, progress reports, and workforce tracking. •
Interface between project leadership and subcontractors. •
Field Office Administrators •
Manage site-based offices: supply ordering, logistics, badging systems, visitor tracking. •
Maintain daily reports, timecards, and field-level record keeping. 2. Document & Data Control •
Document Control Specialists •
Manage Procore, BIM 360, or other project management platforms. •
Version control for drawings, specifications, and change orders. •
Ensure compliance with client documentation requirements (Meta, Google, Microsoft, etc.). •
Data/Reporting Analysts •
Compile productivity metrics, safety reports, and quality documentation. •
Generate dashboards for leadership and client reviews. 3. Contract & Compliance Support •
Contracts/Procurement Administrators •
Issue POs, manage subcontractor agreements, and track insurance/COIs. •
Support procurement schedules and vendor coordination. •
Compliance Coordinators •
Track subcontractor safety certifications, background checks, badging, and training records. •
Support OCIP/CCIP (insurance program) documentation. 4. Finance & Cost Support •
Project Accountants / Billing Coordinators •
Handle pay apps, lien waivers, invoicing, and cost tracking. •
Reconcile budgets against actuals; prepare monthly cost reports. •
Payroll/Timekeeping Specialists •
Collect, verify, and process weekly craft and staff hours. •
Track per diems, travel stipends, and expense reimbursements. 5. People & Logistics •
Onboarding / HR Coordinators •
Manage site onboarding (badging, orientation, compliance docs). •
Track certifications, HR records, and site-specific requirements. •
Travel & Logistics Coordinators (if not handled by a central office) •
Arrange flights, housing, rental cars for traveling staff. •
Support relocation for long-term assignments. 6. Executive & Client Support •
Executive Assistants / Client Liaisons •
Schedule executive-level meetings and visits. •
Prepare presentation decks, reports, and client communications. This position offers a unique opportunity to work at the intersection of operations, finance, compliance, and client relations, making the Administrator a vital partner in project success.