Administrative Specialist

Administrative And Business Support Opportunities Mid-State Industrial Maintenance is always looking for talented, professional, and customer-focused individuals interested in joining our administrative and business support teams. This general application is intended for candidates seeking employment in office, professional, technical, financial, human resources, and business support functions when specific openings may not currently be posted. Applicants may be considered for future opportunities supporting Accounting, Finance, Estimating, Human Resources, IT, Payroll, Procurement, Project Controls, Sales, Administrative Support, Business Development, Operations Support, and other office-based functions. Key Responsibilities Providing administrative support to operational, financial, and management teams. Assisting with payroll, accounting, accounts payable, accounts receivable, or finance-related activities. Supporting employee onboarding, personnel administration, benefits administration, and human resources functions. Preparing estimates, proposals, bid packages, and project documentation. Managing records, reports, databases, and filing systems. Coordinating schedules, meetings, travel arrangements, and communications. Assisting with purchasing, inventory tracking, vendor management, and procurement activities. Supporting project managers, department leaders, and executive leadership. Maintaining confidentiality of sensitive company and employee information. Participating in process improvement initiatives and special projects. Providing excellent internal and external customer service. Performing other duties as assigned. Education High School Diploma or GED required for most positions. Associate's degree, bachelor's degree, certifications, or related professional training may be preferred depending on the position. Experience Experience requirements vary based on the position being filled. Applicants with experience in any of the following areas are encouraged to apply: Human Resources Payroll Administration Benefits Administration Recruiting and Talent Acquisition Accounting Accounts Payable Accounts Receivable Finance Estimating Project Controls Procurement and Purchasing Administrative Support Office Management Customer Service Data Analysis Business Development Operations Support Executive Administration Entry-level candidates with strong administrative skills and a desire to learn are also encouraged to apply. Knowledge, Skills & Abilities Strong organizational and time-management skills. Excellent verbal and written communication abilities. Strong attention to detail and accuracy. Ability to prioritize multiple tasks and meet deadlines. Proficiency with Microsoft Office applications including Outlook, Excel, Word, and Teams. Ability to maintain confidentiality and handle sensitive information appropriately. Strong customer service orientation. Ability to work independently and as part of a team. Positive attitude and willingness to learn. Ability to adapt to changing priorities and business needs. Work Location and Travel Primarily based at Mid-State office locations. Limited travel may be required depending on position and department. Some positions may require occasional overtime, weekends, or special project support. Work Environment Work is typically performed in a professional office environment. Frequent use of computers, telephones, printers, and other office equipment. Regular interaction with employees, managers, customers, vendors, and business partners. Mid-State maintains a firm commitment to providing a safe and healthy work environment for its employees and quality services to its clients. Mid-State is a drug-free workplace and may require post-offer drug screening, physicals, background checks, and motor vehicle record reviews depending on the position. Physical Requirements Talk/Hear: Must be able to communicate effectively with employees, customers, vendors, and management. Stand/Sit: Primarily seated work with occasional standing, walking, and movement throughout office areas. Walk: Regular movement between workstations, meeting rooms, and office departments. Use hands/fingers to handle or feel: Frequent use of computers, keyboards, telephones, and office equipment. Climb: Rarely required. Stoop, kneel, crouch or crawl: Occasionally required to access files, supplies, or office equipment. See: Must be able to read computer screens, documents, spreadsheets, and reports accurately. Carry, weight, Lift: Occasionally lift or move office supplies, files, or equipment consistent with assigned duties. Exposure to work: Standard office environment with occasional visits to industrial facilities, shops, or project sites depending on position responsibilities. Must be legally authorized to work in the United States. Mid-State participates in E-Verify. Go to to learn more.