Business Administrator -White Plains

About the Role We are seeking a proactive, detail oriented, and highly organized Business Administrator to support our Regional Business Unit Leader and their team in a fast paced construction company specializing in low voltage temperature controls installations for Building Management Systems. This role is ideal for someone who thrives on keeping things organized, staying on top of details, and making sure the day to day runs smoothly. You will play a key role in supporting internal operations, managing client communication, and helping the team stay aligned. No prior construction experience is required. What matters most is a strong sense of ownership, reliability, and the ability to keep multiple moving pieces organized. You must be the "glue" for our core team in the Regional Business which includes a Regional Business Unit Leader, an Account Manager, and a Project Manager. Key Result Areas (KRAs) Administrative and Operational Support Provide day to day administrative support to the Business Unit Leader and core team, helping manage priorities, schedules, and follow ups to keep work moving efficiently. Data and Document Management Maintain accurate and organized records across internal systems. Records include signed contracts, project status reports, project documentation, etc. Ensure information is easy to access by all internal stakeholders (based on access levels) and kept up to date. Team Coordination and Communication Keep teams aligned by coordinating communication, tracking action items, and ensuring updates are shared across stakeholders in a timely way. Support PM and BUL in daily manpower coordination when requested. Scheduling and Calendar Management Manage calendars, coordinate meetings, and support logistics for internal and external engagements, including site visits and team activities that directly include to the core team. Process Support and Organization Learn thoroughly and maintain consistent processes across the team, help identify gaps, and bring forward opportunities to improve how work is tracked and managed. Cross Functional Coordination Collaborate with internal teams including Preconstruction, Finance, HR, IT, Fleet Management, and Operations to help keep workflows organized and deliverables on track.

Examples May Include:

BUL Credit Card Receipt Tracking Team Building Event Coordination Apparel Ordering Printing Documents for Field or signature Sharepoint Maintenance Making travel arrangements if needed Ordering and assembling Client Holiday Gifts Jump in to support random tasks without being requested by core team. No task is too trivial. Embody Company Values Learn, internalize and live out our company values in daily activities. Qualifications No prior experience required, we are willing train the right person Strong organizational skills with high attention to detail Clear and professional communication skills Ability to manage multiple tasks and shifting priorities Strong interpersonal skills and team oriented mindset Positive attitude, dependable, and willing to take ownership Proficiency in Microsoft Office Suite including Outlook, Excel, and Word Willingness to travel occasionally as needed Preferred Qualifications Associate or Bachelor's degree in Business Administration, Communications, or related field Prior experience in administrative support, coordination, or office operations Familiarity with CRM systems or internal tracking tools Exposure to construction or related industries is a plus but not required Compensation and Benefits Base salary: $50,000 to $70,000, based on experience and capability Performance based bonus tied to key KPIs Comprehensive benefits including Health, Dental, and Vision insurance, 401(k), paid time off, and professional development Why Join Us Vanguard is a growth oriented electrical contractor with deep roots in New York City since 2007. We focus on low voltage temperature controls for Building Management Systems, delivering smart solutions across commercial and industrial projects. With over 350 employees across multiple regions, we continue to grow and are focused on building strong internal operations and a supportive team environment. Our Core Values Excellence Surpassing Limits Cultivating Pioneers Organizational Health What do you stand to gain Exposure to

Leadership:

Work closely with a Business Unit Leader and see how a growing operation runs day to day

Growth Opportunities:

Build a foundation for roles in operations, project coordination, or business support