Director of Administration
smart safety groupChula Vista (CA)
About the role
A Strategic Growth opportunity-SMART Safety Group is seeking a Director of Administration with Strategic Fiscal Leadership | Operational Excellence. The Mission: SMART Safety Group is looking for a Director of Administration is a strategic leadership role responsible for overseeing and optimizing all administrative operations to ensure the efficient, compliant, and productive functioning of the organization. This role requires an accomplished leader with a proven track record in administrative management, process optimization, and team development. The Director will establish best practices, implement robust systems, and proactively identify opportunities for efficiency gains, directly contributing to the company's operational excellence and strategic objectives. A key focus is to enhance organizational knowledge and expertise within administrative functions, reducing operational dependencies and driving continuous improvement across the department.
Duties and Responsibilities: I. Financial Administrative Oversight:
- Accounts Payable & Expense Management: Oversee and approve Accounts Payable processes, ensuring financial controls, compliance, and efficiency in payment disbursements. Lead the review and reconciliation of corporate credit card reports.
- Financial Discrepancy Resolution: Liaise strategically with finance and accounting leadership to promptly resolve complex financial discrepancies (e.g., refund issues, bank charges), implementing preventative measures.
- Billing & Timekeeping Administration: Direct the efficient processing and data integrity of administrative timekeeping and strategically review/approve significant billing to ensure cost-effectiveness.
- Vendor Payment Processes: Develop and optimize standardized procedures for new vendor payment setup and communication, ensuring accuracy and timeliness. II. Human Resources Administrative Leadership:
- HR Administrative Policy & Procedure: Lead the development, implementation, and continuous improvement of administrative HR policies and procedures, including employee onboarding/offboarding processes (e.g., new hire computer setup, company website updates, HammerTech, software subscriptions) and asset/equipment tracking.
- Employee Request Management: Establish and enforce administrative guidelines for employee PTO and Tuition Reimbursement requests, ensuring compliance, fairness, and efficient tracking. Drive the review, approval, and communication of updated policies, ensuring legal compliance (e.g., pro-rating laws).
- Employee File Management: Oversee the establishment of robust, compliant procedures for maintaining and producing employee files in accordance with all applicable regulations (e.g., California requirements).III. Contract & Policy Governance:
- Strategic Contract Review & Management: Oversee the procurement, negotiation, review, maintenance, and administrative management of service contracts.
- Corporate Policy Development & Compliance: Lead the development, review, and communication of company-wide administrative policies to ensure legal compliance, operational efficiency, and clear guidelines.
- Insurance & Risk Administration: Manage the administrative aspects of critical corporate insurance renewals (e.g., commercial insurance), ensuring comprehensive coverage and handling of claims/potential liabilities. IV. Event Management & Coordination:
- Corporate Event Oversight: Direct the strategic planning, execution, and comprehensive administrative oversight of significant corporate events and conferences (e.g. holiday party, picnic, ASSP Safety Summit), ensuring successful outcomes. V. Communication & Information Flow Management:
- Inter-Departmental Communication: Establish and manage robust protocols for critical inter-departmental communication, ensuring efficient information flow and timely action from relevant stakeholders (e.g., accounting confirmations, IT reviews).
- Administrative IT Support Coordination: Streamline and manage the intake, routing, and follow-up of administrative IT support requests. VI. Strategic Project & Technology Implementation:
- Administrative Technology Leadership: Lead the administrative support and implementation of strategic technology initiatives (e.g., Power BI projects), ensuring seamless integration, user adoption, and efficient data management.
- Consultant Engagement: Direct administrative engagement in new project initiations and with external consultants, setting clear expectations and ensuring appropriate resource allocation. VII. Vendor Relationship Management:
- Strategic Vendor Management: Develop and maintain strategic vendor relationships, overseeing performance, negotiating terms, and optimizing service agreements for all administrative services. VIII. Key Strategic Focus Areas:
- Legal & Compliance Administration: Drive the establishment and optimization of administrative processes related to legal compliance, including comprehensive mechanics liens management for collections and employee file maintenance.
- Operational Efficiency & Issue Resolution: Lead initiatives to enhance administrative operational efficiency, including developing proactive problem-solving protocols for systems and financial discrepancies.
- Administrative Systems & Data Integrity: Oversee the development and implementation of robust systems for tracking critical information to ensure data integrity, timely action, and mitigate risks.
- Team Development & Empowerment: Cultivate a culture of continuous improvement and empowerment within the administrative team, promoting skill development, effective task delegation, and succession planning. Performance Objectives:30 Days:
- Goal: Conduct a comprehensive strategic audit of current administrative processes and compliance across all functions.
- Outcome: Present a detailed administrative process improvement roadmap to the CEO, identifying key inefficiencies, compliance gaps, and proposing immediate priorities and long-term strategic initiatives.60 Days:
- Goal: Initiate implementation of priority process improvements and administrative compliance enhancements.
- Outcome: Begin deployment of new protocols for preliminary notice tracking (e.g., LevelSet integration) and establish standardized, legally compliant procedures for employee file maintenance, aiming to reduce identified compliance risks by X%.
- Goal: Develop and launch a professional development and delegation plan for the administrative team.
- Outcome: Conduct initial training sessions focused on advanced administrative tools, compliance best practices, and effective task delegation, empowering team members for increased responsibility.90 Days:
- Goal: Fully implement and embed new administrative policies and delegation strategies.
- Outcome: Successfully delegate identified recurring administrative tasks (e.g., certain Vonage functions, specific reporting) to appropriate team members with established oversight and accountability and finalize key policy updates.
Skills and Qualifications:
- Proven leadership experience in administrative management, preferably at a directorial or senior management level.
- Demonstrated ability to strategically plan, optimize, and manage complex administrative operations across multiple functions.
- Exceptional organizational, project management, and prioritization skills, with a focus on implementing scalable and sustainable solutions.
- Superior written and verbal communication skills, with the ability to influence, negotiate, and present to stakeholders at all levels.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and extensive experience with administrative software/systems.
- Understanding of HRIS and LMS systems, with an ability to develop competency with use.
- Strong analytical and critical-thinking abilities, with a track record of identifying problems, developing strategic solutions, and driving process improvements.
- Ability to lead, mentor, develop, and motivate a high-performing administrative team.
- Strategic thinker with meticulous attention to detail and an unwavering commitment to data accuracy, legal compliance, and operational excellence.
- Unwavering commitment to confidentiality, ethical leadership, and maintaining professional decorum.
- Proactive approach to technology adoption, process innovation, and continuous learning in the administrative field.
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