Operations Administrative Specialist

$65,000 - $75,000/Yr

Pbi - Cockeysville, MD

Full-time - Entry Level

Cockeysville, MD

Construction of Buildings

About the position

The Operations Administrative Specialist plays a crucial role in supporting the Vice President and various divisions within PBI. This full-time position involves managing multiple high-priority tasks while maintaining attention to detail, adhering to company values, and ensuring effective communication across the organization. The specialist will handle administrative functions related to project management, accounting, and client communication throughout the construction process.

Responsibilities

• Support client communication from pre-construction through project closeout.
• Process subcontractor/supplier invoices and compile project invoicing and pay applications.
• Maintain project files and perform project file archival within Zoho WorkDrive.
• Organize electronic filing systems, including subcontracts, POs, and contract logs.
• Drive the execution and distribution of subcontracts, change orders, and purchase orders.
• Maintain communication with Project Managers regarding project milestones.
• Assist Project Managers with submittal submission and approval.
• Review project requirements and prepare internal questions for client kickoff discussions.
• Perform administrative functions such as word processing for Project Managers.
• Coordinate and attend weekly production meetings and project kick-off meetings.
• Collect and submit certified payrolls as required by clients.
• Coordinate project management team calendars.

Requirements

• Minimum 2 years of experience as an administrative specialist in construction preferred.
• Demonstrated ability in accounting or an associate degree in accounting preferred but not required.
• Proficiency in MS Office with expertise in Microsoft Word, PowerPoint, and Excel.
• Superior organizational skills and dedication to completing projects promptly.
• Excellent communication skills and ability to juggle multiple high-priority tasks.
• Strong aptitude for quality and efficiency.
• Willingness to collaborate with the team to accomplish goals.
• Willingness to learn and demonstrate writing and problem-solving skills.
• CRM experience preferred.
• Demonstrated accounting knowledge and application required.
• Ability to work in a fast-paced environment.
• Energetic, self-starter with a high sense of urgency.
• High School diploma is required.

Nice-to-haves

• Experience with CRM software
• Basic accounting knowledge in construction

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off
• Vision insurance
• Life insurance
• Referral program