Administrative Specialist

About the role

The Administrative Specialist provides administrative and clerical support for our local offices, ensuring efficient and effective operations. This position handles routine office duties and serves as the first point of contact for potential and existing customers. Responsibilities include data entry, assisting with office applications, managing accounts receivable and payable, and maintaining customer accounts.

Responsibilities

• Organize and prioritize large volumes of information, including answering phones, sorting mail, and responding to requests for information.
• Work closely with the General Manager and office staff to compile and distribute customer information.
• Manage accounts receivable (AR), including making customer calls, sending correspondence, documenting information, and submitting payment reports.
• Maintain customer accounts, including tracking payments, creating contract packets, and assisting with collections.
• Handle accounts payable (AP), including coding invoices, submitting invoices for payment, and tracking invoice progression.
• Provide administrative support, such as filing, typing, ordering supplies, and designing correspondence.
• Update and maintain office applications, including contract/client information, structure and signage details, and client applications.
• Generate reports, including monthly and annual expenses and tracking reports.
• Order, process, and track Logo plate orders.

Requirements

• Strong command of the English language.
• Working knowledge of Microsoft Office Suite, with a focus on Access and Excel.
• High level of interpersonal skills to handle sensitive and confidential situations with poise, tact, and diplomacy.
• Analytical ability to gather and summarize data, find solutions to administrative problems, and prioritize work.
• Attention to detail in composing, typing, and proofing materials, and meeting deadlines.
• Strong work ethic, professionalism, responsibility, and proactivity.
• Working knowledge of office administrative procedures and standard accounting principles.
• Ability to handle confidential and non-routine information and explain policies when necessary.
• High school diploma or equivalent (required). Associates degree, business school certification, or some college (preferred).
• Minimum of 6 months of office experience (required). College education may substitute for experience.
• 2 years of computer software use in an office setting (preferred).
• Valid Driver’s License (required).

Benefits

• Monday - Friday, 8:00 am - 5:00 pm work schedule.
• Hourly rate of $20/hour.
• 120 hours of paid time off (PTO) that increases with tenure.
• 12 paid company holidays, including President’s Day and Juneteenth.
• Comprehensive 30-day training program.
• Career advancement opportunities and ongoing professional development.
• Multiple medical plan options and health savings account (HSA).
• Hospital, Critical Illness, and Accident coverage.
• Short & long-term disability and paid parental leave.
• Employee Stock Purchase Plan.
• 401k plan with company match.
• Up to $1,200 value in employer-paid HSA contributions and cash rewards for wellness program participation.
• People-first culture with a focus on connection, community involvement, and employee feedback.

About the company

Founded in 1902, Lamar Advertising Company is one of the largest outdoor advertising companies in the world, with over 360,000 displays across the United States and Canada. We provide ad space through billboards, interstate logos, handpainted murals, transportation, and airports, including the largest network of digital billboards in the U.S. Lamar operates with honesty and integrity, fostering a family-like culture in each office while promoting sustainability and environmental responsibility.

Physical Demands and Work Environment

• Primary work environment: office setting.
• Physical demands: light lifting, pushing, reaching, seeing (reading/acuity), sitting (more than 50% of the time), standing, stooping, talking, turning, and walking.
• Nights spent away from home: less than 10%.