Administrative Specialist

Next Level HVAC Energy Management Systems; La Habra (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Next Level HVAC Energy Management Systems in California is seeking an Administrative Specialist to support Corporate Services with labor and human resources compliance, recordkeeping, and documentation.

You will monitor compliance, coordinate with project sites, and help ensure timely reporting, audits, and training across branches. The role emphasizes detail, organization, and communication, with growth opportunities within policy updates and cross-functional support.

Qualifications

• Bachelor's degree or related coursework preferred.
• Familiarity with construction labor compliance requirements.
• Experience with Learning Management Systems (LMS).
• Previous experience in construction industry, HVAC/Mechanical/Electrical preferred.
• Proficiency in MS Office Suite (SharePoint, Outlook, Excel, Word).

Responsibilities

• Monitor and manage assigned company email inboxes.
• Prepare and submit labor compliance documentation for projects.
• Facilitate reporting of fringe benefits, local hire, and other compliance metrics.
• Coordinate labor compliance activities in cross-departmental meetings.
• Identify and communicate compliance gaps and discrepancies for resolution.
• Monitor state/federal prevailing wage requirements and changes.
• Support audits and inquiries with relevant departments.
• Train and develop compliance-related knowledge across the team.
• Ensure training, safety, and fleet program compliance for Corporate Services.
• Perform other duties as assigned by supervisor.

Skills

Labor compliance knowledge

LMS experience

MS Office proficiency

Construction industry awareness

Education

Bachelor's degree or related courses

Tools

LMS

SharePoint

Excel

MS Office Suite

Job description

As an Administrative Specialist, you will be supporting Corporate Services with Labor and Human Resources compliance. You will be required to maintain accurate records, processing required documentation, monitoring compliance requirements, and supporting company branches. This role requires strong attention to detail, organization, and communication skills.

• Entry level: Performs assigned duties with established procedures and regular supervision. Escalates non-routine issues for guidance
• Proficient: Independently manages routine responsibilities, prioritizes workload, resolves common issues, and requires limited supervision.
• Advanced: Independently manages complex responsibilities, exercises sound judgment, identifies and resolves issues proactively, and serves as a resource to others.

• Entry level: Performs assigned duties with established procedures and regular supervision. Escalates non-routine issues for guidance
• Proficient: Independently manages routine responsibilities, prioritizes workload, resolves common issues, and requires limited supervision.
• Advanced: Independently manages complex responsibilities, exercises sound judgment, identifies and resolves issues proactively, and serves as a resource to others.

Job Duties & Responsibilities

• Monitor and manage assigned company email inboxes.
• Prepare and submit labor compliance documentation that is required at the start, during, and end of projects subject to the special requirements (CPR, Skilled Labor, Local Hire, Diversity, CBA, PLA, etc.).
• Facilitate the proper reporting of fringe benefits, apprentice utilization, local hire, skilled and trained workforce, targeted workers, and resolution.
• Participate in cross-departmental meetings to coordinate labor compliance activities, communicate requirements, identify potential compliance gaps, and ensure timely resolution of outstanding items.
• Continuously monitor that labor efforts are falling within all compliance requirements and report on any discrepancies or issues to the department head.
• Identify applicability of state/federal prevailing wage requirements as well as monitoring state and federal prevailing wage rates for changes.
• Communicate with compliance teams at all levels of the chain of contract to resolve discrepancies/inadequacies relative to CPR submittals.
• Participate in third party audits and inquires, working in conjunction with the appropriate departments.
• Continuously train and develop Compliance related knowledge and skills to further help compliance department operations.
• Support Corporate Services in monitoring and maintaining employee compliance with training, safety, and fleet program requirements.
• Other duties as assigned by supervisor.
  

Skills & Qualifications

• A bachelor's degree or education/courses in related field is preferred
• Familiarity with construction labor compliance requirements
• Experience with Learning Management Systems (LMS)
• Previous experience and strong working knowledge of the construction industry, preferred in HVAC/Mechanical/Electrical
• Must be proficient in MS Office Suite, specifically SharePoint, Outlook, Excel and Word

Essential Functions

• Be able to lift and carry drawings, personal computers, material, etc.
• Maintain a satisfactory driving record, which, per NXL's vehicle policy, allows the individual to drive a company vehicle or receive auto allowance.