Administrative Support Specialist

Administrative Support Specialist (permanent position) – Raleigh, NC

Our client is seeking an Administrative Support Specialist. I n this role, you will support sales and operations, including billing, scheduling, purchasing, submittals, closeouts, and working with plan documents. This is a permanent position on-site in Raleigh, NC, working a 40 – 45 hour work week reporting to a Division Director. The opportunity offers a competitive base salary and great benefits. No visa sponsorship or subcontracting arrangements are available.

Qualities Desired

• Positive attitude and calm demeanor
• Bi-lingual with decent Spanish skills
• Purchasing and COI experience
• Pleasant, helpful, and service-minded on the phone, via email, and in person.
• Patience in working with customers
• Go-getter willing to tackle and solve problems and issues
• Team player who works well with project managers and salespeople to help the division perform at a high level
• Ability to work independently yet keep superiors informed of important matters
• Detail-oriented
• Problem solver, not problem creator
• Ability to communicate well with others
• Comfortable in a fast-paced environment
• Comfortable multi-tasking throughout the day
• Efficient and comfortable working extensively on the computer and a quick learner of software programs

Duties and Responsibilities

As an administrative support specialist, you will participate in all aspects of the division. You will work with customers, vendors, and internal personnel to help perform and complete jobs.

- Participating in a weekly division meeting

- Master scheduler of manpower, working from the office with field superintendents to maintain the daily schedule and inform team members as to where they need to be each day, including attendance in the weekly PM meeting to be aware of company needs and requirements

- Update the calendar for floor prep and RAF business units and provide division management with reports as requested

- Process weekly hours for both the floor prep and RAF business units and submit to division management for review

- Maintain vacation log for the division / add time off to weekly calendar, submitting all vacation requests to division management for review

- Provide sub-contractors with work orders before job starts

- Maintain stock inventory (pick tickets will be required for all prep jobs moving forward)

- Maintain and purchase equipment and tooling inventory, obtaining approval for any equipment/tool expenditure above $250.00

- Order entry for both the floor prep and RAF business units as required. This includes creation of PO’s for all orders

- Receive and process all vendor invoices and submit for review to division management before submitting to AP

- Assist with submittals and shop drawings for both the floor prep and RAF business units

- Maintain samples for both the floor prep and RAF business units (includes shipping out sample requests)

- Prepare all pay apps for both the floor prep and RAF business units as required, including Textura / billing programs and other documents as required

- Collect and reconcile all credit card receipts for each business unit each month and submit to division management for review

- Process all closeout documents

- Create a database for the access floor division, including contacting GC’s / end users throughout the entire region to ensure we are in their systems properly;
complete required pre-qualifications and new vendor processing forms

- Process background checks and security requirements as needed

- Contact vendors and suppliers to gather pricing on products as needed

- Download plans and specs for the floor prep and RAF divisions, creating job folders

- Use the Callidus software to assist and perform takeoffs and tracing as needed

- Set up hotel accommodation and travel for personnel as needed

Contact Martha Michaux at View email address on click.appcast.io or View phone number on click.appcast.io with questions regarding this posting. A Word resume is preferred when applying.

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