Administrative Specialist

Responsibilities

Administrative Specialist (Part-time/Remote)

We are seeking a highly organized and detail-oriented Administrative Specialist professional to join our Plan Review Department. This position plays a crucial role in ensuring the efficient operation of the department by providing administrative support, coordinating various tasks, and facilitating communication among team members. The ideal candidate will possess strong organizational skills, the ability to manage multiple priorities, and excellent communication abilities. This is a REMOTE position with occasional travel to the DC metro area. US citizen or US Permanent Resident is required due to security clearance requirements.

• Document Management: Organize, maintain, and update departmental documents, records, and files to ensure easy retrieval and compliance with regulatory standards.
• Scheduling and Coordination: Schedule meetings, training, appointments, coordinating with internal team members and external stakeholders as necessary.
• Communication: Serve as a point of contact for the department, handling inquiries, and communicating effectively with team members, clients, and other departments.
• Data Entry: Accurately input data into departmental databases and systems, ensuring all information is up-to-date and correctly entered.
• Report Preparation: Assist in the preparation of reports, presentations, and other documents as needed, ensuring they are professional and error-free.
• Clerical Support: Perform general clerical duties such as photocopying, scanning, mailing, and filing.
• Project Assistance: Provide administrative support for specific projects, including tracking project progress, organizing materials, and coordinating with project team members.
• Supplies Management: Monitor and order supplies to ensure the department is well-stocked and equipped to perform needed tasks.
• Compliance Support: Assist with ensuring that all departmental activities comply with company policies and regulatory requirements.
• Other duties as assigned.

Qualifications

• Education: Minimum High School Diploma / BA or BS for College is Preferred.
• Experience: Entry level, 3 years or more of relevant administrative experience within a plan review or similar technical department is preferred.
• Currently Live or able to relocate to within 40 miles of Ashburn, VA office.

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Knowledge in Adobe Software Such as Photoshop, Page Maker, etc. is a plus.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to handle sensitive information with confidentiality.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Familiarity with office equipment such as printers, scanners, and copiers.

Personal Qualities

IBTS places a high value on certain personal traits that work toward creating a positive, professional, and supportive work environment, which is essential for working together and achieving success. We believe " how " you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.

• Strong Work Ethic
• Teachable/Continuous Learner
• Reliable/Dependable
• Collaborative/Team Contributor

Company Overview

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.


The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.

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