Business and Operations Specialist

*This position requires up to two weekly presences in the Ashburn, VA headquarters.**The Business and Operations Specialistoverseesthe daily operations of various state agency building construction and inspection programs. Thisrole includesadministrativeresponsibilitiessuch as data entry, verifyingthe accuracy of the approved agencyand personnelapplications,managing logistics (i.e., approval stickers),handling daily deposits and financialrecords,tracking plans andrelated documents, preparing status reports, and maintaining all files andassociated 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.AdministrativeAssists in managing the day-to-day operationsUnderstands all contractual requirements, including the vendor contractsAssists in coordinating the training of the approved design review and approval; and inspection agenciesInteracts with all stakeholders, including internal management, by answering questions and resolving issuesAssists in preparing regular (e.g., weekly, monthly, etc.) status reportsProvides support for financial auditing, billing, and internal bookkeepingMonitors construction approval stickers (labels) levels, order placements, and delivery status of these stickersContributes to the development and identification of proprietary software (technology) requirements for service deliveryOperationsLogs inspection report status and resultsAssists in developing work plans (schedules) and implementing the plansDevelops and maintains Standard Operating Procedures (SOPs) and related policy and procedural documents specific to all aspects of the daily operationsPrepares statistical analyses (i.e., generates and prepares reports) on the number of construction designs received, structures produced, and other program-specific data trendsAssists in gathering performance data for the approved design review and approval; and inspection agenciesSchedule and coordinate inspections with the various third partiesHelp with preparing marketing materialsData ManagementTracks all building design and construction plans (blueprints)Maintains a record of all approved design review and approval agencies and personnel trainingAids in maintaining copies of all deliverables, including meeting minutes, reports, and other administrative documentsBachelor’s degree preferredProject Management Professional (PMP) certification preferredAt least one year of experience as a Business and Operations Specialist or in a similar role with project management experienceKey Skills/Competencies for this positionTechnical Competencies:Proficiency in data entry and computer skillsKnowledge of standard office procedures and basic mathematicsStrong analytical and problem-solving capabilities with thorough attention to detailAbility to efficiently read and interpret inspection reports and blueprintsFamiliarity with the general plan review and inspection processesProficiency in Microsoft Office Suite, including Word, Excel, Access, and PowerPoint, and Adobe AcrobatProfessional Competencies:Outstanding written and verbal communication skills for effective interaction with internal and external stakeholdersStrong organizational and time management skills to prioritize tasks and meet deadlines efficientlyCapability to manage dynamic and unpredictable workloads while adapting to changing prioritiesAbility to collaborate effectively as a team member and engage with all organizational levelsStrong initiative and independence in carrying out responsibilities with minimal supervisionSkilled in managing and resolving conflicts and disputes in a professional and constructive mannerContinuous improvement mindset with commitment to learning and applying new strategies for professional growthCultural competence with ability to respect and value diverse backgrounds and perspectives in the workplacePersonal QualitiesIBTS 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 ThinkingProfessional and Effective Interpersonal SkillsDelegation with Team AccountabilityRisk Evaluation/Management/MitigationRelationship Building: Internal and ExternalExtended periods of desk work and computer useSufficient hearing and vision capabilities to effectively receive, process, and interpret informationBring 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 includeBuilding 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.Explore the opportunities!

Created: 2025-11-01