Administrative Specialist - Operations

We're looking for an organized, detail-driven Administrative Assistant to support our Production department. In this role, you'll be the connective tissue between field crews, payroll, and accounting — keeping daily operations running smoothly and accurately. You'll also partner closely with our Estimating team, so this is a great fit for someone who enjoys variety and cross-functional collaboration.

•      Process daily field run sheets, tracking crew activity and job progress.

•      Break down labor allocation, material assignments, and production units.

•      Review and update field laborers' time using payroll software, and allocate labor to the correct jobs.

•      Record daily production data, inventory shipments, and materials in accounting software.

•      Enter and track purchase orders in accounting software.

•      Log production department entries — including revenue, billing, and labor — in accounting software.

•      Complete diesel tracking purchase orders and reconciliations.

•      Record daily hours and materials used for Heavy Jobs.

•      Review projects for discrepancies and make corrections as needed.

•      Support production employees with payroll software questions and requests.

•      Provide Spanish-language interpretation for employees and visitors.

•      Cross-train to provide administrative support to the Estimating department, including work orders, change orders, and project number updates.

•      Take on other duties as assigned.

•      Excellent verbal and written communication skills.

•      Strong organizational skills and a sharp eye for detail.

•      A customer-service mindset and strong interpersonal skills.

•      A collaborative approach with internal teams across departments.

•      Flexibility to adapt to shifting workloads and deadlines.

•      Comfort multitasking, prioritizing, and problem-solving under pressure.

•      A proactive eye for ideas that improve department efficiency.

•      Solid technical skills and comfort learning new software.

•      A strong sense of integrity and discretion with confidential information.

•      High school diploma or equivalent required; college coursework a plus.

•      2+ years of office administrative experience.

•      Proficiency in Microsoft Office, including intermediate Excel skills.

•      Sage experience preferred.

•      Construction industry experience preferred.

•      Primarily desk-based, with extended periods of computer work.

•      Occasional lifting and moving of items up to 20 lbs.