The Administrative Specialist plays a dual role, supporting both administrative functions and office operations. This position promotes corporate vision, adheres to the Human Performance Code of Conduct, supports the Quality Assurance program, and fosters innovation to enhance efficiency and productivity.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Assist Project Manager/Project Architects with initial project documentation, coordinating meeting note distribution to Owners and other outward Client facing needs.
• Organize and maintain accurate project data, filing documentation as required.
• Respond promptly to emails, calls, submittals, quotes, and other information requests.
• Manage incoming calls, direct inquiries, and greet visitors, ensuring professional experience.
• Sort and route incoming mail, attaching relevant files to correspondence as needed.
• Organize and maintain filing systems for correspondence and records.
• Coordinate and arrange conference room for meetings, both internal and external as needed.
• Manage travel arrangements and reservations for staff if requested; oversee the scheduling and basic maintenance of company vehicles.
• Order office supplies, arrange office equipment maintenance, and oversee clerical and receptionist duties.
• Continuously pursue professional development through relevant programs and experiences.
• Perform additional tasks and duties as assigned to support office operations and project teams.
QUALIFICATIONS:
• Associate's Degree in Business Administration or related field preferred, or a minimum of 5 years of equivalent work experience.
• 3+ years of experience in an architecture or construction firm preferred.
• Familiarity with architectural and construction terminology and processes is a plus.
• Strong organizational, time management, and communications skills required.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) is required.
• Ability to multitask, work under pressure, and meet project deadlines effectively.
• Team-oriented with a willingness to assist across various office functions.
Other Requirements:
• Demonstrated ability to maintain professionalism and efficiency in a dynamic office environment
• Commitment to supporting corporate values and enhancing workplace productivity