Administrative Support Specialist

Position Summary

The Administrative Support Specialist manages daily billing, purchasing, reporting, payroll support, and administrative activities. The position supports management and facility operations by maintaining accurate records, coordinating invoice and purchasing documentation, monitoring site costs and required training, and assisting with general office functions. The role focuses on transaction processing, documentation, and operational support rather than tax preparation or general ledger responsibilities.

Limited training hours may be scheduled during the weeks leading up to the official full time start date based on project and startup needs.

Essential Duties and Responsibilities

Accounts Payable and Purchasing

• Process vendor and supplier invoices in accordance with purchase orders, contracts, and company procedures.
• Verify invoice accuracy, coding, approvals, and supporting documentation before submitting invoices for payment.
• Track payment status, resolve invoice discrepancies, and communicate with vendors and internal staff as needed.
• Assist with purchasing systems, order monitoring, purchase order verification, and vendor documentation.
• Maintain organized and audit-ready accounts payable and purchasing records.

  Accounts Receivable and Billing

• Prepare and submit client invoices in accordance with contract terms, approved documentation, and billing schedules.
• Monitor payments, outstanding balances and aging reports, and follow up with client on unpaid invoices.
• Coordinate with clients, project management, and accounting staff to resolve billing questions or discrepancies.
• Maintain accurate and complete accounts receivable records and supporting documentation.

  Cost Tracking and Documentation Support

• Maintain organized supporting documentation for site expenses, purchases, vendor invoices, and client billing.
• Update site logs and spreadsheets used to track purchase orders, invoices, estimates, costs, and billing status.
• Review records for missing information or apparent discrepancies and notify management or Accounting.
• Provide requested reports and supporting documentation to Accounting and management by established deadlines.
• Maintain complete, audit-ready files in accordance with company procedures and contract requirements.

  Payroll and Human Resources Support

• Verify timekeeping, labor allocations, leave usage, and employee status changes that affect payroll or billing.
• Compile and submit payroll support documentation in accordance with company procedures and deadlines.
• Reconcile employee labor hours and related data with payroll and billing records.
• Maintain organized payroll and related human resources records for audits, compliance reviews, and internal controls.
• Provide payroll and labor information to corporate Payroll, Human Resources, Accounting, or management as requested.
• Support certified payroll and other contract-specific reporting requirements when applicable.

  Administrative and Facility Operations Support

• Provide administrative and clerical support to management, supervisors, technicians, and facility teams.
• Enter, track and update work orders in Maximo or a similar work management system and prepare routine reports.
• Maintain preventive maintenance schedules, equipment history, asset records and related documentation in Maximo or similar work management system.
• Export data to Excel and create spreadsheets, pivot tables, and reports for review and analysis.
• Document meeting minutes and work notes and track action items, status updates, and workflows.
• Upload and organize inspection reports and assist with ISO or other required quality or record management processes when applicable.
• Maintain safety and training records, monitor completion status, identify missed training, and notify supervisors of outstanding requirements.
• Coordinate vendor and subcontractor visits, schedules, notifications, site access information, and related documentation.
• Create process guides, training notes, reports, and professional PowerPoint presentations.
• Operate general office equipment, use two-way radio communication, and provide backup support for the front desk, service dispatch, mailroom, shipping, receiving, and payroll functions as needed.
• Handle confidential financial, employee, client, and company information with discretion.
• Perform other related duties as assigned.

  Coordination and Process Support

• Work closely with project management, operations, Accounting, Human Resources, vendors, subcontractors, and client representatives to support daily administrative and financial needs.
• Provide financial data, reports, and backup documentation to corporate departments and management as requested.
• Support special projects and recommend practical improvements to billing, purchasing, payment, reporting, and administrative processes.
• Other duties as assigned.

  Education and Experience

• High school diploma or equivalent required. An associate degree in accounting, finance, business, or a related field is preferred.
• At least three years of experience in bookkeeping, accounts payable, accounts receivable, purchasing, payroll support, or administrative operations.
• Experience with budgets, invoicing, vendor coordination, and detailed recordkeeping.
• Experience in a project-based, facilities, operations, government contracting, or service environment is preferred.

  Technical Knowledge and Skills

• Proficiency in Microsoft Office, including strong Excel skills and experience with Word, Outlook, and PowerPoint.
• Experience using accounting or bookkeeping software such as QuickBooks, Deltek, Sage, or a similar system.
• Experience with Maximo or a similar work-order and reporting system is preferred.
• Familiarity with cloud-based platforms such as Box, Dropbox, ShareFile, and Microsoft 365.
• Ability to work accurately with financial data, reports, purchasing records, and multi-step assignments.

  Core Competencies

• Strong attention to detail, accuracy, organization, and follow-through.
• Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
• Sound judgment and discretion when handling sensitive or confidential information.
• Professional communication, interpersonal, problem solving, and customer service skills.
• Dependable, accountable, self-directed, and able to work effectively as part of a team.
• Ability to identify inefficient processes and recommend practical improvements.

  Facility and Contract Requirements

• Meet applicable company and client immunization and testing requirements.
• Complete the federal credentialing process, obtain and maintain the required facility access card or badge, and satisfy ongoing access and training requirements.
• Comply with company policies, client procedures, and contract-specific administrative and reporting requirements.
• This job description summarizes the primary duties and qualifications of the position. Responsibilities may change based on operational and contract requirements.