Administrative Support Specialist

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