Administrative Support Specialist

Job Description

Job Description

Description:

About Barton Associates

Barton Associates is a premier, multi-disciplinary engineering firm with a storied history of providing innovative MEP (mechanical, electrical, and plumbing/Fire Protection) design, and architectural lighting solutions. With 6 office locations, we are committed to delivering excellence in the built environment.

We take immense pride in being an Employee-Owned Firm. That means our success is your success, a fact reflected in our culture and our numerous accolades:

• Engineering News-Record (ENR) Top 100 MEP Design Firm National
• Best Places to Work in PA

At Barton Associates, we don’t just build systems; we build careers where every employee has a stake in the outcome.

The Role

Barton Associates is seeking an organized, resourceful, and people-focused Administrative Assistant to serve as a central point of support for our Raleigh office. This role keeps the office organized, employees supported, travel coordinated, and daily administrative needs moving forward. The Administrative Assistant will also support Corporate Marketing activities, Construction Services processes and specifications creation and editing used to prepare, track, and distribute project drawings and related documentation. This role is well suited for someone who enjoys variety, follows details through to completion, and finds practical ways to improve how work gets done.

  Location(s): York, PA; State College, PA; Raleigh, NC 

Requirements:

Key Responsibilities

• Office support: Serve as the primary administrative resource for Barton’s Raleigh office; maintain an organized, professional, and welcoming environment; coordinate supplies and vendors; and welcome visitors and candidates.
• Travel coordination: Arrange employee and business travel, including flights, hotels, rental vehicles, itineraries, and related details.
• Scheduling and meetings: Coordinate calendars, meetings, internal office events, and meeting materials; support employees and leadership with administrative requests through completion.
• Marketing coordination: Support conferences, trade shows, client meetings, recruiting events, and business development activities by coordinating registrations, schedules, materials, shipments, travel, and deadlines.
• Specifications Support: Learn Barton’s specification Program VisiSpecs and assist creating and editing technical and construction specifications
• Construction Services support: Learn Barton’s Construction Services processes and assist with preparing, processing, organizing, tracking, and distributing construction drawings, specifications, and related project documents.
• Document control: Follow internal systems, naming conventions, document-control procedures, and quality expectations; maintain organized electronic records and retrieve documents when needed.
• Project coordination: Work with engineers, designers, project managers, and Construction Services team members to ensure project documents are accurate, complete, and distributed on time.
• Process improvement: Identify practical opportunities to make administrative processes more efficient and consistent.

Qualifications and Experience

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Previous administrative, office coordination, project coordination, or similar experience preferred.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities through completion.
• Excellent written and verbal communication skills with a professional, service-oriented approach.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Ability to learn new software, processes, terminology, and document-control requirements while working independently and collaborating across departments and office locations.
• Experience in architecture, engineering, construction, professional services, or another project-based environment is helpful but not required.

What We Offer

Barton Associates is dedicated to the well-being and financial security of our employee-owners. We provide a top-tier benefits package that consistently ranks among the best in the industry:

• Employee Ownership (ESOP): Build long-term wealth through our firm’s success.
• Health and Wellness: Comprehensive and competitive medical, dental, and vision coverage.
• Financial Security: Competitive 401(k) matching and profit-sharing opportunities.
• Work-Life Harmony: A professional yet flexible environment that respects your time.