Administrative Specialist

Beacon Hill; Boston (MA); Hybrid; USD 41,000 - 55,000; Full time

Job summary

Beacon Hill is seeking an Administrative Specialist in Boston, MA for a temporary-to-hire, full-time role. The position is hybrid with three days onsite per week, standard Monday–Friday hours, and core availability from 10:00 AM to 4:00 PM.

Compensation is $35 per hour and you will support two Project Managers on an architecture and design project. Responsibilities include meeting notes, project documentation, expense reconciliation, contract and invoice coordination, and client-facing material

Qualifications

• 3+ years of administrative, project coordination, or project support experience.
• Experience within architecture, engineering, construction, real estate development, or related industries preferred.
• Ability to understand and learn architectural and construction terminology.
• Strong note-taking skills and ability to capture technical discussions accurately.
• Excellent organizational and multitasking abilities.
• Experience handling contracts, invoices, expense reporting, and consultant coordination.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Strong written and verbal communication skills.
• High attention to detail and ability to maintain confidentiality.

Responsibilities

• Provide administrative support to two Project Managers.
• Attend meetings, take detailed notes, and distribute meeting minutes and action items.
• Maintain project documentation, records, and correspondence.
• Reconcile expenses and assist with budget tracking.
• Coordinate contracts, invoices, change orders, and consultant documentation.
• Serve as a point of contact for consultants, vendors, and project stakeholders.
• Track project deadlines, deliverables, and follow-up items.
• Organize and maintain project files, reports, and project management systems.
• Assist with presentations, project reports, and client-facing materials.
• Ensure accuracy and consistency across project documentation.

Skills

Note-taking

Communication

Organizational skills

Confidentiality

Budget tracking

Contract coordination

Tools

Microsoft Office Suite

Outlook

Word

Excel

Teams

Job description

This temporary-to-hire Administrative Specialist position is located in Boston, MA and supports a major architecture and design project. The role is hybrid, requiring 3 days onsite per week, with full-time Monday-Friday hours and core availability from 10:00 AM to 4:00 PM. Compensation is $35/hour. The position offers the opportunity to support a large-scale, high-profile project within a collaborative architecture and design environment.

Responsibilities:

• Provide administrative support to two Project Managers
• Attend meetings, take detailed notes, and distribute meeting minutes and action items
• Maintain project documentation, records, and correspondence
• Reconcile expenses and assist with budget tracking
• Coordinate contracts, invoices, change orders, and consultant documentation
• Serve as a point of contact for consultants, vendors, and project stakeholders
• Track project deadlines, deliverables, and follow-up items
• Organize and maintain project files, reports, and project management systems
• Assist with presentations, project reports, and client-facing materials
• Ensure accuracy and consistency across project documentation

Qualifications:

• 3+ years of administrative, project coordination, or project support experience
• Experience within architecture, engineering, construction, real estate development, or related industries preferred
• Ability to understand and learn architectural and construction terminology
• Strong note-taking skills and ability to capture technical discussions accurately
• Excellent organizational and multitasking abilities
• Experience handling contracts, invoices, expense reporting, and consultant coordination
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams
• Strong written and verbal communication skills
• High attention to detail and ability to maintain confidentiality

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents:

Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.