Administration Specialist

Job Description

Job Description

Administrative Specalist
A Better Contractor – Colorado Springs, CO
Proudly Serving Those Who Serve

About Us:
We care about your personal, professional, and financial goals. We're more than just a maintenance company — we're mission-driven. Our military housing team is dedicated to supporting the comfort, safety, and quality of life for our nation's service members and their families.

Position Summary

The Administrative Specialist is the backbone of our office operations, taking ownership of scheduling, billing, and vendor/subcontractor coordination with minimal supervision. This role requires strong organizational skills, sound independent judgment, clear communication, and the ability to juggle multiple priorities in a fast-paced contracting environment.

Key Responsibilities

• Answer and direct incoming phone calls, emails, and client inquiries in a professional manner

• Schedule and coordinate appointments, estimates, and job site visits between clients, crews, and subcontractors

• Prepare, organize, and track contracts, work orders, change orders, and project files

• Assist with invoicing, accounts payable/receivable, and basic bookkeeping tasks\

•  Field cross training, inspections, and reports.

•  Assist Operations Manager with coordinating and managing movements in the field.

• Conduct/attend daily huddles and meet weekly with Management

• Maintain accurate records in company software/CRM and update project statuses

• Coordinate with vendors and subcontractors on scheduling, pricing, and paperwork

• Support the owner/office manager with reporting, correspondence, and special projects

• Greet visitors and maintain a welcoming, organized office environment

• Perform general clerical duties: data entry, copying/scanning

Qualifications

• High school diploma or equivalent required; Associate's degree preferred

• 3+ years of administrative or office experience, ideally in construction/contracting or a similar field

• Demonstrated ability to independently manage billing, permitting, or similar process ownership

• Proficient in Microsoft Office (Word, Excel, Outlook) and experienced with office/CRM software

• Strong written and verbal communication skills

• Excellent organizational skills and attention to detail

• Ability to multitask, prioritize, and exercise independent judgment in a fast-paced environment

• Friendly, professional demeanor for interacting with clients, crews, and vendors

• Solid understanding of construction terminology, permitting, and billing processes

Physical Requirements

• Ability to sit for extended periods and use a computer/phone

• Occasional lifting of office supplies (up to 20 lbs)

What We Offer

• Competitive pay based on experience

• [Health insurance / PTO / retirement plan — insert details]

• Supportive, team-oriented work environment

• Opportunity for growth within a growing company

How to Apply

Interested candidates should submit a resume and brief cover letter to [insert email/contact] or apply at [insert application link].

A Better Contractor is an equal opportunity employer.