Office Administrative Specialist

POSITION SUMMARY

The position provides administrative, office management, and document control support to project teams and staff. Responsibilities include coordinating office operations, managing project documentation and records, and performing administrative functions that support efficient business and project execution. The role collaborates with team members to ensure accurate document management, effective communication, and timely completion of administrative and project-related activities.

ESSENTIAL FUNCTIONS

• Provides administrative and operational support to all departments
• Serves as the first point of contact for visitors, clients, vendors, and employees, delivering exceptional customer service in person, by phone, and through electronic communication.
• Manages incoming calls, mail, and packages; responds to inquiries; and directs communications to appropriate personnel.
• Maintains accurate records, filing systems, expense reports, and other administrative documentation.
• Coordinates meeting logistics, office events, travel arrangements, catering services, and other activities that support efficient office operations.
• Prepares, reviews, proofreads, and distributes bid requests and related project correspondence on behalf of the industrial project team.
• Assists with the management, organization, distribution, and retention of project documentation to ensure accuracy, accessibility, and compliance with company standards.
• Performs other related duties as assigned.

POSITION QUALIFICATIONS

• Demonstrates professionalism and confidence in customer-facing interactions with a strong service-oriented approach.
• Possesses excellent written and verbal communication skills, along with outstanding human relation skills
• Able to effectively prioritize tasks and follow direction from multiple departments in a dynamic work environment.
• Remains composed under pressure, exercises sound judgment, and efficiently troubleshoots issues as they arise.
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Works effectively with diverse teams in a fast-paced, deadline-driven environment.
• Capable of working both independently and collaboratively while maintaining accuracy, efficiency, and adaptability.
• Proficient in Microsoft Office Suites 365.

WORK ENVIRONMENT

Primarily an office environment.