Administrative Specialist

Administrative Specialist Job Summary

The Administrative Specialist I supports project teams and internal departments by coordinating, reviewing, and processing business documentation and communications. This role ensures that project information is accurate, complete, and delivered promptly, contributing to the efficient execution of organizational initiatives.

The ideal candidate is well-organized, detail-oriented, and able to effectively manage multiple priorities while maintaining a high standard of professionalism and customer service.

• Serve as a key administrative resource supporting business development, project execution, and daily operations.
• Prepare, review, organize, and transmit project-related correspondence and documentation, ensuring accuracy and compliance with company standards and client requirements.
• Provide administrative support throughout the project lifecycle, including review, distribution, and filing of:
  • Proposals – scopes and cost estimates for proposed work.
  • Preliminary and Budgetary Letters – early-stage pricing or scope communications.
  • Work Orders – scopes and cost estimates requested by client.
  • Change Orders – cost and/or scope modifications.
  • RFI Letters (Requests for Information) – inquiries for clarification.
  • Submittals – submission for approval of materials, equipment, and shop drawings.
  • Warranty Letters – provide warranty documentation to the client.
  • Other Miscellaneous Documents – handle additional project-related correspondence and records as needed.
• Maintain document control systems and track project information to ensure records remain current, accurate, and accessible.
• Collaborate with project managers, business development teams, field personnel, and internal stakeholders to support workflows and project coordination.
• Assist with scheduling meetings, monitoring workflow, and completing required documentation and project checklists.
• Maintain electronic filing systems and support document management platforms (e.g., Procore, SharePoint, or similar systems).
• Support company events, special projects, and other administrative initiatives as needed.
• Provide general office and administrative support in a fast-paced, multi-tasking environment.
• Demonstrate strong attention to detail, organization, communication skills, and sound judgment in daily responsibilities.
• Perform additional duties as assigned in support of departmental and organizational objectives.

• Liaison with cleaning company & maintenance companies for any repairs or maintenance needed.
• Prepare and maintain warehouse inventory documents.
• Maintain office supplies.
• Assist Bidding with signing and preparing bid packages to be hand-delivered out of the regional office.
• Assist Training with proctoring of field advancement exams.
• Assist with coordinating meetings and events for the region.

• HS Diploma.
• Administrative experience preferred.
• Receptionist and/or customer service experience preferred.
• Working knowledge of Microsoft Word, Excel, and Outlook.
• Pass a drug-screening test before employment and maintain a drug-free status for the entirety of employment.

• Strong written and oral communication skills.
• Strong customer service and interpersonal skills.
• Ability to effectively prioritize and execute tasks.