Administrative Services Analyst Jobs (NOW HIRING)

Company Mission Statement: To build up our communities, our clients, and each other by building trust in everything we do.

Summary/Objective: The Administrative Services Manager is responsible for leading, supervising, and developing administrative professionals while ensuring compliance with administrative systems, financial controls, contractual requirements, and company standards. This role provides governance, oversight, and continuous improvement of administrative processes across assigned division(s), ensuring consistency, accuracy, accountability, and operational excellence while supporting the company's mission and values.

Essential Functions:

• Support for the Administrative Services Director.
• Provide direct leadership, supervision, mentoring, and development for Project Administrative staff in designated division(s).
• Oversee project startup and closeout processes to ensure contractual and compliance documentation is complete and properly archived.
• Ensure inspection template updates are implemented consistently across projects, including deployment of new versions when required.
• Oversee and ensure compliance with contract administration requirements, including contracts, commitments, pay applications, and associated documentation.
• Monitor regulatory and contractual compliance, including Davis-Bacon Act requirements, Certified Payroll, State-specific Prevailing Wage, Trade Partner minority documentation, Sales and Use Tax submissions, and Builders Risk documentation.
• Oversee organization, governance, and maintenance of administrative systems, SharePoint resources, and related platforms for designated division(s).
• Monitor and review Microsoft 365 dashboards to assess administrative and financial health, including aging commitments and budget versus contract analysis.
• Ensure alignment between budgets, contracts, commitments, and financial reporting.
• Act as owner and steward of administrative systems, standard operating procedures, and compliance controls, including Procore and related platforms.
• Lead administrative audits, system reviews, and compliance checks and implement corrective actions as needed.
• Develop, document, and implement governance and compliance standards for emerging systems in the Administrative functional area.
• Train and educate Project Administrative staff on systems, compliance expectations, processes, and best practices.
• Prepare, review, and validate administrative and compliance reports for leadership review.
• Prepare, analyze, and present administrative, operational, compliance, and performance information for team meetings, leadership meetings, quarterly business reviews, annual planning sessions, and other company forums. Communicate key initiatives, trends, accomplishments, challenges, and process improvement opportunities to support organizational goals.
• Collaborate with company leadership, operational teams, and functional departments to ensure alignment of administrative, financial, compliance, and business objectives.
• Performs other duties assigned by the Administrative Services Director.

Competencies:

• Strong leadership and people-management skills.
• Strong knowledge of construction contract administration, compliance, and financial controls.
• Proficiency in Procore project management software.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, SharePoint, Power BI).
• Strong organizational, analytical, and communication skills.
• Ability to manage multiple priorities while maintaining compliance and reporting accuracy.

Education and Experience:

• High School Diploma or Equivalent (Required).
• Bachelor's degree in a related field (Preferred).
• 5+ years of administrative experience, preferably in the construction industry (Required).
• 3+ years of experience leading, supervising, mentoring, or managing administrative staff (Preferred).

Supervisory Responsibilities: Direct supervisory responsibility for Project Administrative staff.

Work Environment & Physical Demands: This position operates in a professional office environment with flexible work options, including office and remote work. Normal business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, hours may vary based on operational needs. Work is primarily sedentary in nature, requiring prolonged periods of sitting, with occasional standing, walking or light lifting.

Travel Required: Minimal but may be required from time to time for errands, regional office meetings, construction job site visits, or company events. There may be a business need for overnight stays when working on a project some distance from your assigned office. When assigned to a project outside of your Primary Work Area or Geographical Work Area, you will follow the guidelines in our “Travel Policy.” Must have a valid US driver's license.

Benefits:

• Comprehensive health, dental, and vision insurance.
• 401(k) with company match.
• Paid time off and holidays.
• Professional development opportunities.

Additional Eligibility Requirements: None.

Work Authorization/Security Clearance Requirements: Authorized to work in the United States.

Affirmative Action/EEO statement: Harper provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Harper complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

Other Duties: Please note that this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Expensify management, scheduling support, and daily communication support. Duties, responsibilities, and activities may change at any time with or without notice.