Administrative Specialist III

Job Description

Job Description

Job Summary: 

The Administrative Specialist / Office Manager supports project teams and internal departments by coordinating, reviewing, and processing business documentation and communications while overseeing the day-to-day operations of the office. This role ensures that project information is accurate, complete, and delivered promptly, and that the office environment runs efficiently, contributing to the smooth execution of organizational initiatives. 

In addition to core administrative responsibilities, this position serves as the primary point of contact for office operations, coordinates and provides guidance to administrative and support staff, and helps establish and maintain office procedures, workflows, and standards. The ideal candidate is well-organized, detail-oriented, and able to effectively manage multiple priorities and people while maintaining a high standard of professionalism, leadership, and customer service. 

 

Essential Duties & Responsibilities:  

Administrative Duties:

1. Serve as a key administrative resource supporting business development, project execution, and daily operations. 

1. Prepare, review, organize, and transmit project-related correspondence and documentation, ensuring accuracy and compliance with company standards and client requirements. 

1. Provide administrative support throughout the project lifecycle, including review, distribution, and filing of: 

1. Proposals – scopes and cost estimates for proposed work. 

1. Preliminary and Budgetary Letters – early-stage pricing or scope communications. 

1. Work Orders – scopes and cost estimates requested by client. 

1. Change Orders – cost and/or scope modifications. 

1. RFI Letters (Requests for Information) – inquiries for clarification. 

1. Submittals – submission for approval of materials, equipment, and shop drawings. 

1. Warranty Letters – provide warranty documentation to the client. 

1. Other Miscellaneous Documents – handle additional project-related correspondence and records as needed. 

1. Maintain document control systems and track project information to ensure records remain current, accurate, and accessible. 

1. Collaborate with project managers, business development teams, field personnel, and internal stakeholders to support workflows and project coordination. 

1. Assist with scheduling meetings, monitoring workflow, and completing required documentation and project checklists. 

1. Maintain electronic filing systems and support document management platforms (e.g., Procore, SharePoint, or similar systems). 

1. Support company events, special projects, and other administrative initiatives as needed. 

1. Provide general office and administrative support in a fast-paced, multi-tasking environment. 

1. Demonstrate strong attention to detail, organization, communication skills, and sound judgment in daily responsibilities. 

1. Perform additional duties as assigned in support of departmental and organizational objectives. 

 

Office Management Duties 

1. Oversee day-to-day office operations, ensuring the workplace runs efficiently, professionally, and in alignment with company policies and standards. 
2. Coordinate, guide, and provide direction to administrative and support staff, including assigning tasks, balancing workloads, and supporting training and onboarding of new team members. 
3. Establish, document, and maintain office procedures, workflows, and best practices to improve consistency and efficiency. 
4. Serve as the primary point of contact for office-related matters, including vendors, service providers, building management, and internal staff inquiries. 
5. Manage office budgets and expenditures for supplies, equipment, and services, tracking costs and identifying opportunities for savings. 
6. Coordinate the procurement, maintenance, and inventory of office supplies, equipment, and furnishings. 
7. Support company culture by helping to plan and coordinate meetings, events, and employee engagement activities. 
8. Ensure office compliance with applicable safety, health, and administrative policies, and help maintain a clean, organized, and welcoming work environment. 
9. Identify operational issues, recommend solutions, and escalate matters to leadership as appropriate. 

 

Regional Office Duties (only applies to administrative positions outside the Corporate Office):

1. Liaison with cleaning company and maintenance companies for any repairs or maintenance needed. 

1. Prepare and maintain warehouse inventory documents. 

1. Maintain office supplies. 

1. Assist Bidding with signing and preparing bid packages to be hand-delivered out of the regional office. 

1. Assist Training with proctoring of field advancement exams. 

1. Assist with coordinating meetings and events for the region. 

1. Oversee the overall administrative operation of the regional office, serving as the on-site lead for office and facility coordination. 

 

Minimum Qualifications:

• HS Diploma. 
• 8 years of administrative experience.
• Receptionist and/or customer service experience preferred.
• Technically competent and proficient in Microsoft Word, Excel, and Outlook.
• Notary preferred.
• Pass a drug-screening test before employment and maintain a drug-free status for the entirety of employment.

 

Other requirements:

• Strong written and oral communication skills.
• Strong customer service and interpersonal skills.
• Ability to effectively prioritize and execute tasks.
• Analytical skillset (critical thinking, proficient data and information analysis, observant and attentive to detail).

 

Working Conditions:

This position will require some interaction with outside customers, owners, engineers, and contractors, as well as CROM personnel. Opportunities for additional training and advancement will be provided. Office workspace with a 40-hour work week of five (5) 8-hour workdays. As an example, work 8:00 am to 12:00 pm, 12:00 pm to 1:00 pm lunch, then work 1:00 pm to 5:00 pm to obtain an 8-hour day. The ability to work a flex schedule may be available. This would include four (4) 9-hour workdays, with a mandatory 30-minute lunch break (unpaid) and one (1) 4-hour workday.

EEO Statement: CROM, LLC is an equal employment opportunity employer who may provide reasonable accommodation to enable individuals with disabilities to perform the essential functions of the job. EEO/VETS/DISABILITY