Business Administrator

Business Operations
· Full-Time
· Mesa, AZ

Reports To: Principal / President

Department: Business Operations

FLSA Status: Exempt – to be determined based on candidate

The Business Administrator is the person who keeps ADC's internal operations running. This is Sandy's replacement role, carrying the full scope of what that seat currently holds. The role owns HR, payroll, technology systems, insurance, licensing, contracts, bookkeeping, and the administrative coordination that keeps leadership focused on clients and projects. AR and AP are included here as transitionary responsibilities, shifting to a dedicated Project Coordinator once that position is filled.

This person reports directly to the Principal and runs a wide range of business functions with significant day-to-day independence.

• Own the full employee lifecycle: onboarding new hires from offer acceptance through Day 1 readiness, and offboarding departing employees cleanly

• Manage all personnel records, employment documentation, and compliance filings

• Serve as ADC's primary point of contact with Insperity. Own the PEO platform for payroll processing, HR administration, benefits enrollment, and 401k coordination

• Create, configure, and deactivate user accounts across all business systems when employees join or leave: no account left open, no new hire left waiting

• Own the IT relationship with Olympia, ADC's managed service provider. Coordinate support tickets, renewals, and service-level issues

• Manage all software subscriptions and seat counts across the firm's tech stack: renewals, user access, license audits, and new tool onboarding

• Coordinate phone setup, hardware procurement, and equipment tracking for new hires and replacements

• Maintain current documentation of all active platforms, vendor contacts, and access credentials

• Own the firm's insurance program: general liability, professional liability (E&O), workers' comp, and any additional policies

• Manage the annual renewal cycle. The September 1 deadline is a hard date; preparation starts well in advance

• Issue and track Certificates of Insurance (COIs) for clients and project-specific requirements

• Maintain the relationship with ADC's insurance broker and carriers

• Maintain ADC's business licenses, registrations, and certificates of authority in Arizona, Washington, and any additional states as the firm grows

• Own the compliance calendar: no renewal slips, no late filings

• Track individual PE license renewals by engineer and by state; coordinate continuing education requirements and renewal submissions

• Manage state filings, annual reports, and other regulatory submissions

• Manage client contracts from draft through execution: coordinate reviews, track redlines, and maintain fully executed copies

• Administer sub-consultant and subcontractor agreements. Issue, track, and store executed documents for every project that requires one

• Maintain a contracts log with key terms, expiration dates, and renewal notices

• Escalate non-standard terms or risk concerns to the Principal before execution

• Serve as ADC's liaison to Formulate, the firm's bookkeeping partner. Coordinate on monthly close, respond to questions, and deliver records as needed

• Manage the banking relationship: handle routine bank tasks, maintain authorized user access, and coordinate with Formulate on reconciliations

• Generate client invoices on schedule, track outstanding payments, and follow up on collections

• Enter vendor bills and coordinate payment approvals

AR and AP are transitionary responsibilities in this role. They will move to a…