Administrative Specialist

The Administrative Specialist provides comprehensive clerical and coordination support across multiple departments, ensuring schedules, documentation, and communications run smoothly. This role manages calendars for builders and subcontractors, supports project billing and reconciliation activities, maintains reports and spreadsheets, and serves as a key point of contact for internal teams and external partners. The position is highly collaborative, hands‑on, and central to keeping projects organized and on track.

• Coordinate department schedules by monitoring and updating calendars based on builders’ and subcontractors’ availability.
• Coordinate Project Managers and vendors via email, phone, and BT5 ERP systems to invoice and reconcile jobs upon completion.
• Access and utilize multiple builder websites to gather and verify job‑related data.
• Prepare, update, and maintain reports and spreadsheets to support departmental operations.
• Perform a variety of clerical and administrative support functions, including typing, filing, scanning, and answering phones.
• Serve as a primary point of contact for internal and external partners, responding to inquiries and routing information as needed.
• Provide back‑up support for other department administrative assistants as needed to ensure continuous coverage.
• Maintain organized records and documentation to support project tracking and departmental workflows.
• Collaborate with team members across local and corporate groups to support projects and shared initiatives.
• Contribute to a safe, organized, and continuous improvement–focused work environment.

• Demonstrated experience in administrative assistance and clerical support.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and related applications.
• Strong verbal communication skills for handling phone calls and in‑person interactions.
• Strong written communication skills for composing emails and documenting information clearly and professionally.
• Ability to manage scheduling tasks and coordinate calendars for multiple stakeholders.
• Ability to perform standard office tasks such as typing, filing, scanning, and answering phones with accuracy and efficiency.
• Capacity to sit and stand for extended work shifts of approximately 8 or more hours.
• Team‑focused approach to work, with a collaborative mindset and willingness to support colleagues.
• Excellent work ethic, reliability, and consistent attendance.
• Strong organizational skills and attention to detail to keep tasks and documentation on track.

• Scheduling experience is a plus, particularly coordinating multiple calendars and appointments.
• Experience working with ERP systems, such as BT5, is beneficial.
• Familiarity with accessing and using builder or project‑related websites for data retrieval is advantageous.
• Demonstrated willingness and drive to learn new systems, processes, and tools.
• Comfort working in a hands‑on, team‑oriented environment where collaboration is encouraged.
• Commitment to continuous improvement and staying organized and on task.

The Administrative Specialist works in a dedicated office space with an open‑door policy, allowing colleagues to stop by with questions and collaborate as needed. The office is located adjacent to other administrative offices, fostering easy communication and teamwork. The atmosphere is relaxed and not a formal suit‑and‑tie environment, while still maintaining a professional and organized setting. The organization emphasizes teamwork, mutual support from local and corporate team members, and a strong focus on safety and health, ensuring employees go home in the same condition they arrived.

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