Job Description

Position Summary

We are seeking a detail-oriented and organized Administrative Specialist to support daily office operations. This role provides crucial support by managing daily office tasks, including document preparation, scheduling, communication and data management, to ensure smooth and efficient operation of the office. The ideal candidate is proactive, reliable, and able to balance multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative Support

• Greet and assist visitors, clients, and employees in a professional manner.
• Answer and direct phone calls, emails, and correspondence.
• Schedule and coordinate meetings and appointments.
• Prepare reports, memos, and other business documents as requested.
• Help coordinate office events, meetings, and team activities.

Data Management

• Maintain and organize electronic and physical filing systems.
• Ensure records comply with contract requirements and internal procedures.
• Assist with preparation of invoices and keep accurate records to assist with monthly reconciliation.
• Assist with close-out of completed contracts in accounting software.
• Assist with procurement and process audits.
• Assist in preparing monthly, quarterly, or annual administrative/financial reports.

General Office Operations

• Monitor and track office supply levels, ensuring availability of essential items.
• Assist with mail distribution, shipping, and courier services.
• Support onboarding of new employees (workstations, supplies, and orientation materials).
• Ensure common areas (breakroom, supply room, reception area) remain organized and stocked.

Qualifications

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• 1–3 years of administrative or office support experience.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Ability to synthesize complex information.

Preferred Skills

• 1+ years working in the design and/or construction industry
• Familiarity with expense tracking.

Job Type & Schedule

• Full-time (Monday–Friday, 8:00AM – 5:00PM Mon-Thu & 8:00AM to 1:00PM Fri).
• In-office role with occasional flexibility as needed.

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