About GEMCO
Founded in July 2014 and headquartered in Indianapolis, Indiana, GEMCO Constructors is a national mechanical, electrical, plumbing, building automation systems, and service contractor. We provide comprehensive design and build solutions for customers across the United States and hold engineering and construction registrations, licenses, and certifications in more than 30 states. With coast-to-coast operations, GEMCO delivers safe, efficient, and innovative solutions across diverse markets.
Position Summary
The Corporate Operations Administrator provides high-level administrative, operational, compliance, and executive support to Ownership and executive leadership while serving as a key coordinator for critical corporate business functions. This position is responsible for managing licensing, corporate registrations, compliance activities, insurance documentation, bonding coordination, subcontractor and contractor prequalification programs, executive projects, and other strategic operational initiatives.
The Corporate Operations Administrator serves as a central resource for maintaining compliance, supporting operational excellence, and ensuring essential business processes are completed accurately, efficiently, and in accordance with company standards and regulatory requirements. This role requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Primary Responsibilities and Duties
Corporate Compliance & Licensing
- Obtain, renew, and maintain all required trade, contractor, Professional Engineer (PE), and business licenses for GEMCO entities.
- Manage Secretary of State registrations, annual reports, and related corporate filings for all applicable states.
- Monitor and maintain corporate compliance requirements across jurisdictions where GEMCO conducts business.
- Track and maintain continuing education (CE) requirements and records for licensed personnel.
- Coordinate the procurement and renewal of trade license bonds.
- Coordinate project performance bonds, payment bonds, and related surety documentation.
- Serve as the primary liaison with licensing boards, regulatory agencies, insurance brokers, and surety providers.
- Maintain compliance calendars and tracking systems to ensure filings, renewals, and reporting obligations are completed on time.
- Research regulatory requirements and support the company's expansion into new markets and jurisdictions.
Project & Operational Support
- Assist with bid preparation, qualification packages, and procurement-related documentation.
- Request, review, track, and maintain Certificates of Insurance (COIs) from subcontractors, vendors, and business partners.
- Administer subcontractor prequalification programs, including application reviews, renewals, and record maintenance.
- Maintain General Contractor (GC) qualification packages and annual updates.
- Organize and maintain project, operational, and corporate records in accordance with company policies and record retention requirements.
- Support operational initiatives and strategic projects assigned by Ownership and executive leadership.
- Track executive action items and follow assignments through completion.
- Assist with process improvement initiatives designed to enhance operational efficiency and consistency.
- Prepare reports, summaries, and documentation to support business operations and decision-making.
Executive & Administrative Support
- Provide executive-level administrative support to Ownership and designated executive leadership.
- Coordinate executive calendars, meetings, travel arrangements, and corporate events.
- Prepare correspondence, reports, presentations, meeting agendas, minutes, and executive communications.
- Manage incoming communications and distribute information to appropriate stakeholders.
- Support strategic planning initiatives, special projects, and cross-functional business activities.
- Maintain highly confidential financial, legal, personnel, and executive information with discretion and professionalism.
- Coordinate internal communications and assist with company-wide initiatives as needed.
- Perform other duties as assigned.
Vendor & External Relationship Management
- Serve as the primary point of contact for licensing agencies, government entities, insurance carriers, surety providers, subcontractors, vendors, and business partners.
- Coordinate documentation requests from customers, owners, general contractors, and regulatory agencies.
- Maintain positive and professional relationships with external stakeholders.
- Facilitate timely responses to compliance, qualification, and operational inquiries.
- Support contract administration and document collection efforts as required.
Traits and Competencies
- Professionalism and Executive Presence
- Organizational Excellence
- Attention to Detail
- Written and Verbal Communication
- Confidentiality and Discretion
- Initiative and Self-Motivation
- Dependability and Reliability
- Accountability and Ownership
- Critical Thinking and Problem Solving
- Resourcefulness
- Time Management and Prioritization
- Adaptability and Flexibility
- Customer Service Orientation
- Relationship Building
- Process Management
- Project Coordination
- Compliance Awareness
- Sound Judgment and Decision-Making
- Collaboration and Teamwork
- Continuous Improvement Mindset
- Accuracy and Quality Focus
- Ability to Manage Multiple Priorities Simultaneously
