Administrative Specialist

Description We are looking for an Administrative Specialist to support daily operations for a construction-focused team in Indianapolis, Indiana. This role combines office coordination, document preparation, scheduling, and client-facing communication to help projects move forward efficiently. The ideal candidate brings strong organizational skills, sound judgment, and the ability to manage multiple priorities in a fast-paced, organized environment.

Responsibilities:

- Support architects and design personnel by handling administrative and project-related coordination tasks that keep work streams organized and on schedule.

- Arrange meetings, manage calendars, and track key project dates to ensure appointments, deadlines, and follow-up activities are completed on time.

- Create and format business documents such as reports, correspondence, billing materials, and internal memoranda with accuracy and care.

- Organize travel plans, lodging, and meeting logistics for client visits, site walkthroughs, and other project-related events.

- Monitor workplace supply levels and coordinate purchasing to maintain a well-equipped and efficient office environment.

- Contribute to the development of client presentations and proposal materials by assembling content and supporting document preparation.

- Respond to questions from clients, vendors, and internal team members in a timely manner while maintaining a courteous and service-oriented approach.

- Serve as a communication link among contractors, clients, and external partners to help maintain clear and consistent project coordination.

- Maintain accurate client records and project tracking information within company databases and administrative systems. Requirements - Prior experience in administrative support, office coordination, or a similar business support role.

- Proficiency with Microsoft Excel and other standard office applications used for reporting, scheduling, and document preparation.

- Demonstrated ability to manage multiple assignments, shifting priorities, and deadlines with careful attention to detail.

- Strong written and verbal communication skills for interacting effectively with clients, contractors, vendors, and internal teams.

- Experience preparing reports, correspondence, presentations, or other business documents in a business setting.

- Ability to organize meetings, travel arrangements, and project-related logistics with minimal supervision.

- Comfortable maintaining accurate records, updating databases, and handling ad hoc reporting needs as requested.

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit  for more information.

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