Business and Operations Specialist

**This position requires up to two weekly presences in the Ashburn, VA headquarters.**

The Business and Operations Specialist oversees the daily operations of various state agency building construction and inspection programs. This role includes administrative responsibilities such as data entry, verifying the accuracy of the approved agency and personnel applications, managing logistics (i.e., approval stickers), handling daily deposits and financial records, tracking plans and related documents, preparing status reports, and maintaining all files and associated records.

The ideal candidate must possess strong organizational skills, self-motivation, and excellent interpersonal skills to help streamline processes, reduce costs, and improve overall productivity. This position may serve as the first point of contact for various program stakeholders, providing information and resolving issues. Additionally, the candidate must possess the ability to establish and maintain professional relationships with colleagues, regulatory agencies, and the public while demonstrating integrity and sound judgment. Occasionally, this role may be responsible for similar tasks and assignments for other contracts commensurate with related skills and abilities.

Administrative

Assists in managing the day-to-day operations
• Understands all contractual requirements, including the vendor contracts
• Assists in coordinating the training of the approved design review and approval; and inspection agencies
• Interacts with all stakeholders, including internal management, by answering questions and resolving issues
• Assists in preparing regular (e.g., weekly, monthly, etc.) status reports
• Provides support for financial auditing, billing, and internal bookkeeping
• Monitors construction approval stickers (labels) levels, order placements, and delivery status of these stickers
• Contributes to the development and identification of proprietary software (technology) requirements for service delivery

Operations

• Logs inspection report status and results
• Assists in developing work plans (schedules) and implementing the plans
• Develops and maintains Standard Operating Procedures (SOPs) and related policy and procedural documents specific to all aspects of the daily operations
• Prepares statistical analyses (i.e., generates and prepares reports) on the number of construction designs received, structures produced, and other program-specific data trends
• Assists in gathering performance data for the approved design review and approval; and inspection agencies
• Schedule and coordinate inspections with the various third parties
• Help with preparing marketing materials

Data Management

• Tracks all building design and construction plans (blueprints)
• Maintains a record of all approved design review and approval agencies and personnel training
• Aids in maintaining copies of all deliverables, including meeting minutes, reports, and other administrative documents

• Bachelor's degree preferred
• Project Management Professional (PMP) certification preferred
• At least one year of experience as a Business and Operations Specialist or in a similar role with project management experience

Key Skills/Competencies for this position

Technical Competencies:

• Proficiency in data entry and computer skills
• Knowledge of standard office procedures and basic mathematics
• Strong analytical and problem-solving capabilities with thorough attention to detail
• Ability to efficiently read and interpret inspection reports and blueprints
• Familiarity with the general plan review and inspection processes
• Proficiency in Microsoft Office Suite, including Word, Excel, Access, and PowerPoint, and Adobe Acrobat

Professional Competencies:

• Outstanding written and verbal communication skills for effective interaction with internal and external stakeholders
• Strong organizational and time management skills to prioritize tasks and meet deadlines efficiently
• Capability to manage dynamic and unpredictable workloads while adapting to changing priorities
• Ability to collaborate effectively as a team member and engage with all organizational levels
• Strong initiative and independence in carrying out responsibilities with minimal supervision
• Skilled in managing and resolving conflicts and disputes in a professional and constructive manner
• Continuous improvement mindset with commitment to learning and applying new strategies for professional growth
• Cultural competence with ability to respect and value diverse backgrounds and perspectives in the workplace

Personal Qualities

IBTS places a high value on certain personal traits that work toward creating a positive, supportive work environment, which is essential for working together and achieving success. We believe that the manner in which you achieve your results is equally important as the results themselves. The following are key personal traits essential for success in senior leadership roles within our organization.

• Strategic/Innovative Thinking
• Professional and Effective Interpersonal Skills
• Delegation with Team Accountability
• Risk Evaluation/Management/Mitigation
• Relationship Building: Internal and External

• Extended periods of desk work and computer use
• Sufficient hearing and vision capabilities to effectively receive, process, and interpret information

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.

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