Installation Administrative Specialist

The Installation Administrative Specialist supports the Installation Division by coordinating project documentation, purchasing, scheduling, and billing preparation. Reporting directly to the Production Manager, this role helps keep installation projects organized from approval through completion and serves as a contact for internal teams and external vendors. Success requires a positive attitude, clear communication, and strong time management. The position is based in Midlands and is classified as salaried, exempt. The regular schedule is Monday–Thursday, 6:30 a.m.–5:00 p.m.; additional hours or days, including weekends, may be required to complete assigned work.

• Answer and direct installation-related phone calls and emails, and serve as a point of contact for internal teams and external vendors.
• Assist with prequalification forms and gather supporting documentation.
• Track project costs by work ticket and coordinate cost-effective purchasing and ordering of materials for approved installation jobs.
• Lead weekly project review meetings and assist the Production Manager with team scheduling.
• Schedule utility marking to align with job start dates and arrange updates as needed.
• Create and maintain physical job folders for approved projects, including subcontractor, enhancement, installation, and warranty work.
• Assist with approving daily team work-ticket time in Aspire and preparing and submitting weekly team member per diems as needed.
• Upload project completion photos to opportunity records in Aspire.
• Ensure as-built documents and operating manuals are submitted to owners at project completion and uploaded to Aspire.
• Complete opportunity records in Aspire to prepare projects for billing.
• Perform other duties assigned by the Production Manager.

• High school diploma.
• Strong computer and database management skills, including proficiency in Google Workspace (Google Suite) and Microsoft Office, particularly Excel and PowerPoint.
• Strong organizational, planning, and time management skills, with the ability to manage multiple tasks and prioritize work.
• Attention to detail, problem-solving skills, and the ability to read, analyze, and interpret job-related data.
• Excellent written and verbal communication skills, including the ability to handle inquiries and complaints professionally.
• Ability to exercise discretion and maintain confidentiality.
• Ability to understand and perform basic mathematical functions.
• Ability to work in a standard office environment, sit or stand for extended periods, operate a computer and other office equipment, and occasionally lift and carry up to 20 pounds.
• Vision and hearing sufficient for effective communication and data analysis.
• Social media knowledge is a plus.

Benefits:

• Dental insurance

• Health insurance

• Vision insurance

• Paid time off

• Professional development assistance

• Referral program

• 401K Matching

• Company paid life insurance

• Supplemental : Accident, Hosp Indem, Vol life, Short Term Disability, Cancer, Critical Illness.