Administrative SupportSpecialist (permanent position)–Raleigh, NC
Our clientis seekinganAdministrative SupportSpecialist. In this role, you will support sales and operations, includingbilling, scheduling, purchasing, submittals, closeouts,and working with plan documents.This is apermanentpositionon-sitein Raleigh, NC,workinga40 – 45 hourworkweekreportingto a Division Director.The opportunityoffersa competitive base salaryandgreat benefits. Novisa sponsorshipor subcontracting arrangements are available.
Qualities Desired
- Positive attitude and calm demeanor
- Pleasant, helpful,andservice-mindedonthephone, via email,and in person.
- Patience in working with customers
- Go-getter willing to tackle and solve problems and issues
- Team player who works well with project managers and salespeople to help the division perform at a high level
- Ability to work independently yet keep superiors informed of important matters
- Detail-oriented
- Problem solver, not problem creator
- Ability to communicate well with others
- Comfortable in a fast-paced environment
- Comfortable multi-taskingthroughout the day
- Efficient and comfortable working extensively on the computer andaquick learner of software programs
Duties and Responsibilities
Asanadministrative support specialist,youwill participate in all aspects of the division. You will work with customers, vendors,and internal personnel, performingand completingjobs.
- Participatingin a weekly division meeting
- Master scheduler of manpower, working from the office with field superintendents to maintainthedaily schedule and inform team members as to where they need to be each day,including attendance in the weekly PM meeting to be aware of company needs and requirements
- Update the calendar for floor prep and RAF business units and provide division management with reports as requested
- Process weekly hours for both the floor prep and RAF business units and submit to division management for review
- Maintain vacation log for the division /addtime off to weekly calendar,submitting all vacation requests to division management for review
- Provide sub-contractors with work orders before job starts
- Maintain stock inventory (pick tickets will be required for all prep jobs moving forward)
- Maintain and purchase equipment and tooling inventory,obtaining approval for anyequipment/toolexpenditure above $250.00
- Order entry for both the floor prep and RAF business units as required.This includes creation of PO’s for all orders
- Receive and process all vendor invoices and submit for review to division management before submitting to AP
- Assist with submittals and shop drawings for both the floor prep and RAF business units
- Maintain samples for both the floor prep and RAF business units (includes shipping out sample requests)
- Prepare all pay apps for both the floor prep and RAF business unitsasrequired,including Textura / billing programs and other documents as required
- Collect and reconcile all credit card receipts for each business unit each month and submit to division management for review
- Process all closeout documents
- Create adatabasefor the access floor division,including contacting GC’s / end users throughout the entire region to ensure we are in their systems properly; complete requiredpre-qualificationsand new vendor processing forms
- Processbackgroundchecks and security requirements as needed
