Administrative Support Specialist

Job Description

Job Description

A commercial specialty flooring company is seeking an Administrative Support Specialist to keep its division organized and running smoothly. This is a hands-on, office-based role at the center of the business, working closely with project managers, sales, field leadership, vendors, and subcontractors. If you enjoy variety, take ownership of the details, and like being the person the team counts on to keep projects moving, this is a great fit.

Administrative Support Specialist Responsibilities:
-Handle purchasing, order entry, and purchase orders, track deliveries and incoming materials, and check existing stock before placing new orders
-Maintain inventory for materials, equipment, tools, and product samples, including processing returns and managing manufacturer claims
-Prepare monthly pay applications, certified payroll, and billing documentation through contractor billing portals
-Process vendor invoices, expense reports, and monthly credit card reconciliations for management review
-Coordinate the daily crew schedule alongside field superintendents and maintain division calendars, weekly hours, and time off records
-Manage safety documentation, including crew training records, job hazard analyses, certifications, and safety submittals, and make sure installers are registered and cleared on contractor portals before starting work
-Set up and maintain job files from start to finish, including downloading plans and specs, assisting with submittals and shop drawings, issuing subcontractor work orders, and completing closeout paperwork
-Gather vendor pricing for proposals, support material takeoffs, and help complete prequalification and new vendor forms with general contractors
-Arrange travel for team members, process background checks and site security requirements, and attend weekly division and project management meetings

Administrative Support Specialist Requirements:
-Experience in an administrative, project coordination, or office support role, ideally in construction or a related trade
- Bi-lingual English/Spanish is a plus
-Strong organizational skills and a sharp eye for detail
-Comfortable juggling multiple priorities and deadlines in a fast-paced setting
-Proficient with computers and quick to pick up new software