Administrative Specialist

Description

• Ordering office supplies as needed to support business operations.
• Performing daily, weekly, or monthly invoicing for rentals, lane closures, and flagging operations.
• Reviewing and processing work tickets daily to ensure timely and accurate documentation.
• Adhering to all company policies and procedures to ensure compliance and consistency.
• Assisting with Accounts Receivable (AR) collections to ensure timely payments.
• Answering and directing incoming phone calls to the appropriate personnel or departments.
• Managing the company’s cell phone inventory, including setting up and activating phones for new hires, and troubleshooting issues by coordinating with the designated contact for phones and apps.
• Handling filing and mailing tasks to maintain organized records and efficient communication.
• Following all safety rules and regulations to maintain a safe work environment.
• Entering data into customer portals as required for accurate tracking and reporting.
• Serving as a backup to the Onboarder by assisting with tasks related to New Hire Orientation.

Requirements

• Strong verbal, written, and interpersonal skills.
• Strong numerical skills to analyze financial data, resolve discrepancies, and produce accurate reports.
• Strong organizational skills to prioritize workload and meet deadlines.
• Knowledge of Vista and TCR software is a plus.
• Ability to thrive in a fast-paced construction office environment.
• Excellent attention to detail to ensure accurate invoices and payments.
• Proficient in billing software and accounting systems for processing invoices, payments, and account reconciliation.
• Proficient in MS Outlook, Excel, Word, and office equipment.
• 3-5 years of administrative experience required; construction industry experience is a plus.
• High school diploma or GED required; associate degree preferred.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance