Administrative Support Specialist

Job Description

Position Overview

The Administrative Support Specialist will provide comprehensive office and operational support, ensuring efficient workflow across multiple departments. This individual will assist with documentation management, compliance tracking, permit submissions, purchasing, communication support, and general office coordination.

Key Responsibilities

• Maintain and update records related to vendor and subcontractor insurance, including tracking expiration dates and verifying required documentation before releasing payments.
• Coordinate the routing, logging, and organization of documents requiring internal signatures and approvals.
• Organize and maintain digital and physical filing systems; manage all incoming and outgoing mail.
• Process requests for Notices of Commencement from suppliers or trade partners.
• Assist with permit application submissions—including building, utility, and related permits—and coordinate associated drawings or documentation.
• Review and reconcile company credit card activity and match transactions with supporting receipts from multiple employees.
• Monitor and replenish office and break-room supplies, submitting orders as needed.
• Provide receptionist support by answering calls and assisting with general inquiries.
• Coordinate weekly internal meetings and maintain shared spaces, such as the conference room and kitchen area.
• Scan, email, and distribute documents as required.
• Distribute project-related drawings, work scopes, and bid information to trade partners.
• Prepare subcontractor waivers and assist with tracking, filing, and processing for project payment cycles.
• Monitor and restock paper and toner for printers, plotters, and scanners.
• Conduct research through municipal or online resources to support various administrative tasks.
• Draft letters, memos, and other written communications as assigned.

Candidate Qualifications

• Prior experience in the construction industry is highly preferred.
• Comfortable reading and interpreting various documents with moderate complexity.
• Strong basic math skills and practical decision-making abilities.
• Ability to work independently and resolve issues with minimal instruction.
• Proficient with Microsoft Office (Word, Excel, Outlook) and PDF editing tools.

Education Requirements:

• High school diploma with at least 5 years of construction-related administrative experience; OR
• Associate or bachelor’s degree in business, construction, or a related field combined with 1–2 years of experience.