Administrative Specialist

SUMMARY:

TheAdministrative Specialistpivotally supports organizational operations by managing documentation, handling communication, maintaining databases, and coordinating administrative processes. This position ensures the efficient flow of information and supports internal teams and external stakeholders in achieving business objectives.

RESPONSIBILITIES:

• Process incoming and outgoing mail and emails promptly and accurately.
• Maintain and update key databases, including SQL-Bids, Omnis, ContractSafe, and Bizz Hub.
• Bid data inputting and processing.
• Fulfill requests from customers and field personnel for various documents, such as quotations, Safety Data Sheets (SDS), and Technical Bulletins.
• Organize and maintain accurate filing systems to ensure proper cataloging and accessibility of documents.
• Perform routine maintenance of physical and digital document storage systems.
• Collaborate proactively with administrative staff, field representatives, and customers on bid submissions and contract renewal timelines.
• Manage contract documentation, including procuring insurance certificates and surety bonds.
• Process contract extensions and bond continuation requests.
• Complete customer-specific requirements, such as vendor registrations, through online platforms.
• Identify new bid opportunities through independent research and subscription services.
• Maintain inventory of office supplies, ensuring availability for team needs.
• Undertake general projects and other tasks assigned to support department goals.

• High School education or equivalent required. An associate's degree or higher in a business-related field is preferred.
• Minimal experience is required. However, a minimum of three years of administrative support experience is preferred.
• Sales support or customer service experience is a plus.
• Proficient in Microsoft Office Suite (intermediate to advanced level).
• Strong problem-solving skills with the ability to analyze and resolve issues independently.
• Excellent time management skills, capable of meeting tight deadlines and adapting to shifting priorities.
• Highly detail-oriented with the ability to multitask in a fast-paced environment.
• Effective communication skills, both verbal and written.
• Demonstrated ability to work collaboratively within a team while maintaining the capacity to work independently.

BENEFITS:

• Competitive Salary
• Medical Benefits
• Dental Benefits
• Vision Benefits
• Flexible Spending Accounts
• 401(k) Savings Plan
• Vacation Days
• Incidental Days
• Paid Holidays
• Life Insurance
• Short-Term Disability
• Long-Term Disability
• Tuition Reimbursement
• Employee Development & Training

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