Operations Administrator - Finance, HR & AI Automation

Eaton Construction Services is hiring an Operations Administrator to manage its HR, finance-support and administrative operations. The role also implements and manages Claude-based AI agents and workflows to automate back-office processes, with people approving agent outputs.

Responsibilities:

• Implement, test and manage Claude-based agents and workflows for the work below: onboarding checklists, PTO and payroll change reports, receipt matching, subcontractor insurance-expiration chasing, offer-letter drafting, notification triage
• Connect Claude to our tools (Microsoft 365, Autodesk Forma/ACC, QuickBooks, BuilderTrend and others). Write and refine the prompts, skills and instructions that make agents reliable
• Document each automation: what it does, who reviews its output, and what happens when it fails. Agents prepare; people approve
• Track the hours each automation saves and report them monthly
• Coach teammates on using Claude well, and serve as the team's go-to person for AI tools
• Coordinate hiring: post openings, screen candidates, schedule interviews, prepare offer letters from approved templates, and run background checks and drug tests
• Own onboarding and offboarding from start to finish: accounts, Paychex, I-9, handbook and policy sign-offs, equipment, access removal
• Give the first review on PTO requests; schedule 45-day and annual reviews; keep personnel files accurate and confidential
• Administer benefits: enrollments, dependent changes, ID cards, broker coordination on the annual renewal, and the monthly premium bill check
• Act as the first point of contact for employee questions about policy, PTO and benefits
• Prepare the weekly payroll change report (new hires, final pay, reimbursements, deductions) for the VP to approve and submit
• Handle expense intake: collect receipts, code them to projects and cost codes, chase missing receipts, and administer company and fleet cards
• Route vendor invoices for approval and match them to purchase orders. Support the monthly close with clean, reconciled documentation
• Run subcontractor compliance: track licenses, certificates of insurance, W-9s, lien waivers and certified payroll, and send out expiration alerts
• Act as the first contact for subcontractor pay applications in Forma
• Manage user access, passwords and licenses across our software, and roll out a password manager
• Keep the central records file for contracts, purchase orders, change orders and correspondence
• Manage calendars, travel, events and office logistics for the leadership team
• Assemble bid submission packages with the estimating team