Operations Support Specialist

Description

On-site position-but must be willing to travel up to 100 miles to jobsites on occasions

Bilingual (English/Spanish) must be fluent in reading, writing, speaking

Purpose and Scope

In accordance with Vogel Bros. Building Co.'s beliefs, values, mission, and vision, the Operations Support Specialist serves as a key member of the Florida Division by providing comprehensive administrative support across multiple functional areas, including office administration, Human Resources, and Safety.

This position is responsible for supporting the efficient day-to-day operation of the Lakeland office while coordinating employee onboarding, HR administration, safety documentation, training records, compliance reporting, and general operational activities. The Operations Support Specialist serves as a primary point of contact for employees, applicants, visitors, and vendors while maintaining a high level of professionalism, organization, confidentiality, and customer service.

Working collaboratively with the Florida leadership team and the Company's Human Resources, Accounting, Project Management, and Safety teams, this position helps ensure Company processes are completed accurately, employees receive responsive support, and administrative operations run efficiently. This position requires exceptional organizational skills, attention to detail, strong communication abilities, and the flexibility to successfully manage multiple priorities in a fast-paced construction environment.

Duties and Responsibilities include the following. Other duties may be assigned.

• Administrative Support
• Serve as a primary administrative support resource for the Lakeland, FL office.
• Assist with meeting scheduling, conference room coordination, travel arrangements, and office calendars.
• Prepare correspondence, reports, presentations, forms, and other business documents.
• Maintain organized electronic and physical filing systems.
• Coordinate company events, employee meetings, and office activities.
• Provide administrative support to Florida Division leadership and assist with special projects as assigned.
• Human Resources Support
• Assist with coordinate of new hire onboarding and orientation activities for Florida Division employees.
• Assist with preparing onboarding materials, employment documentation, and employee communications.
• Assist with recruiting activities, including posting positions, coordinating interviews, and communicating with candidates.
• Assist with maintaining employee records and personnel files while ensuring confidentiality and proper documentation.
• Assist with employment verifications, benefit enrollment, and routine employee questions.
• Support employee recognition, engagement, and Company event initiatives.
• Assist with HR reporting, compliance documentation, and maintenance of employee information in Paylocity or other HR systems.
• Serve as a resource for Spanish-speaking employees and applicants, when applicable.
• Safety Team Administrative Support
• Provide administrative support to the Corporate Safety Team and Florida Division operations.
• Maintain employee safety training records, certifications, and expiration dates.
• Schedule safety orientations, meetings, and training sessions and maintain related attendance records.
• Assist with OSHA documentation, recordkeeping, and other required compliance records.
• Maintain project safety files, forms, and supporting documentation.
• Coordinate distribution of safety policies, procedures, notices, and training materials.
• Assist with incident documentation, reporting, and follow-up recordkeeping as directed by the Safety Team.
• Prepare periodic safety reports and assist with tracking corrective actions and outstanding documentation.
• General Operational Support
• Assist Accounting, Project Management, and Operations with routine administrative requests.
• Maintain office forms, templates, contact lists, and standardized documents.
• Coordinate Company communications and employee notices as requested.
• Identify opportunities to improve administrative processes, organization, and efficiency.
• Maintain confidentiality of employee, safety, and Company information.
• Complete other duties and special projects as assigned.

Requirements

Education and Experience

• Associate's degree in Business Administration, Human Resources, or a related field preferred.
• Minimum of 3 years of administrative, Human Resources, office management, or related experience preferred.
• Experience supporting multiple departments or functional areas preferred.
• Construction industry experience preferred.
• Proficiency with Microsoft Office Suite required.
• Experience with Paylocity, Acumatica, or similar HRIS or ERP systems preferred.
• Bilingual in English and Spanish (read, write, speak fluently)

Work Environment

• Primarily indoor, temperature-controlled office environment based in Lakeland, Florida.
• Occasional visits to active construction sites requiring appropriate personal protective equipment.
• Occasional travel within the Florida Division may be required.