Administrative Specialist

About the role

The Administrative Specialist oversees critical office functions in a fast-paced environment, with a primary focus on billing and accounting. Key responsibilities include processing invoices, handling payments, and reconciling accounts using billing software while ensuring accuracy and resolving discrepancies. Additional duties include answering incoming calls, scheduling, and providing general office support.

Essential Functions

• Answering and directing incoming phone calls to the appropriate personnel or departments.
• Reviewing and processing work tickets daily to ensure timely and accurate documentation.
• Handling filing and mailing tasks to maintain organized records and efficient communication.
• Ordering office supplies as needed to support business operations.
• Performing daily, weekly, or monthly invoicing for rentals, lane closures, and flagging operations.
• Entering data into customer portals as required for accurate tracking and reporting.
• Aiding with Accounts Receivable (AR) collections to ensure timely payments.
• Timely submission of weekly payroll, including employee timesheet corrections. This includes an occasional weekend on holiday payroll weeks.
• Managing the company’s cell phone inventory, including setting up and activating phones for new hires, and troubleshooting issues by coordinating with the designated contact for phones and apps.
• Serving as a backup to the Onboarder by assisting with tasks related to New Hire Orientation.
• Following all safety rules and regulations to maintain a safe work environment.
• Adhering to all company policies and procedures to ensure compliance and consistency.
• Performing other duties as assigned to support operational needs and team goals.

Education, Experience and Skills Required

• A high school diploma or GED is required; an associate degree is preferred.
• Three to five years of administrative experience are required; construction industry experience is a plus.
• Strong verbal, written, and interpersonal skills are essential.
• A strong attention to detail is necessary to ensure accurate invoices and payments.
• Proficiency in billing software and accounting systems for processing invoices, payments, and account reconciliation is required.
• Strong numerical skills to analyze financial data, resolve discrepancies, and produce accurate reports are important.
• The ability to thrive in a fast-paced construction office environment is crucial.
• Strong organizational skills to prioritize workload and meet deadlines are necessary.
• Proficiency in MS Outlook, Excel, Word, and office equipment is required.
• Knowledge of Vista and TCR software is a plus.