Administrative Specialist

Beacon Hill Staffing Group, LLC; Boston (MA); Hybrid; USD 40,000 - 57,000; Full time

Benefits offered by this job

Medical, dental, vision

Leave programs

Career advancement opportunities

Job summary

Beacon Hill Staffing Group, LLC is seeking an Administrative Specialist to support two Project Managers on a major architecture and design project in Boston. This hybrid role requires 3 days on site per week and full-time hours, with core hours 10:00 AM to 4:00 PM. Compensation is $35/hour.

You will manage meetings, notes, project docs, budgets, contracts, invoices, and consultant coordination, while maintaining confidentiality and meticulous records in a collaborative environment.

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

Communication skills

Organizational skills

Attention to detail

Note taking

Multitasking

Tools

Microsoft Office Suite

Outlook

Word

Excel

Teams

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing.

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

Qualified candidates encouraged to apply for immediate consideration.

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.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information

• 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.

We look forward to working with you. Beacon Hill. Employing the Future (TM)