Administrative Specialist

Open — Talentify has a posting for this job. Posted 31 Oct 2026.

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The Administrative Specialist provides comprehensive administrative and operational support for a busy office environment, with responsibilities spanning employee onboarding and offboarding, workspace coordination, internal events, reporting, and day-to-day office needs. This role suits a true administrative generalist who enjoys taking ownership, applying critical thinking and judgment, and moving seamlessly between analytical tasks and hands-on support such as booking travel, completing expense reports, monitoring shared inboxes, ordering supplies, and preparing work spaces.

The position offers broad exposure to office operations, employee support, technology, data and reporting, and special projects within a large engineering and construction-focused environment.

Responsibilities

• Support day-to-day office and workspace operations, including maintaining iOffice data, seating and workspace records, name tags, office supplies, workspace setup, moves, and employee departures.
• Coordinate onboarding and offboarding activities, including completing I-9s and reverifications, issuing and collecting badges, assigning work spaces, sending calendar invitations, preparing welcome packages, and updating systems and access.
• Review and process mobile device requests by verifying eligibility, accounting codes, approvals, and completeness of information.
• Provide general administrative support, including managing shared inboxes, coordinating calendars, scheduling meetings, arranging travel, preparing and submitting expense reports, and maintaining organizational charts, distribution lists, and employee records.
• Plan and coordinate internal events such as conferences, lunch-and-learns, safety activities, and other employee events, ensuring smooth logistics and communication.
• Assist with newsletters, internal communications, and Microsoft Teams Town Halls, including scheduling, content coordination, and basic formatting or distribution.
• Create and maintain trackers, checklists, reporting tools, and documented processes to support consistent and efficient administrative operations.
• Identify data discrepancies, incomplete information, or potential issues in administrative processes and independently work toward resolution.
• Support process improvement initiatives and special projects, including leveraging AI and other technology to streamline and enhance administrative workflows.
• Monitor and respond to changing priorities and business needs, stepping in wherever needed to ensure continuous support for office operations and employees.
• Collaborate with employees, department leaders, Employee Services, IT, and other internal stakeholders to address administrative needs and resolve issues promptly.
• Balance higher-level special projects and analytical work with routine administrative and operational tasks, maintaining a high level of accuracy and service.
• Handle confidential employee and business information with discretion and professionalism at all times.
• 35 years of experience in administrative support, office operations, workplace coordination, or a similar role.
• Strong Microsoft Excel skills, including comfort beyond basic data entry and the ability to use formulas and functions such as VLOOKUP or XLOOKUP to analyze…