Administrative Specialist

TriStar Building Services, Inc; Nashville (TN); On-site; USD 42,000 - 54,000; Full time

Job summary

TriStar Building Services, Inc. is seeking an Administrative Clerk to support payroll, timekeeping, purchasing, and vendor management across departments.

The role requires strong organization, communication, and attention to detail in a fast-paced environment. The ideal candidate will work closely with company leadership, maintain ERP data accuracy, and ensure timely processing of invoices, time records, and reports.

Qualifications

• Minimum of two years of experience in an office or administrative environment, preferably with exposure to bookkeeping, payroll, accounts payable, purchasing, or vendor management.
• Excellent verbal and written communication skills, with the ability to interact professionally with employees, customers, suppliers, and leadership.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.
• High level of personal integrity, professionalism, accountability, and discretion.
• Ability to work independently, exercise sound judgment, and manage time effectively with minimal supervision.
• Comfortable working with business software, spreadsheets, and ERP or accounting systems.
• Valid driver’s license and reliable personal transportation.

Responsibilities

• Payroll & Timekeeping: Record weekly labor hours and allocate labor to work tickets for payroll processing and job-cost reporting.
• Supply Chain & Vendor Management: Coordinate supply and material needs; enter purchase requirements into ERP and place orders.
• Accounts Payable & Expense Administration: Enter and process vendor invoices; manage expense reports and month-end reconciliations.
• General Administrative Support: Answer phones, provide office support to leadership, maintain records, and assist with reporting.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Integrity & discretion

Independent work

ERP software familiarity

Excel proficiency

Tools

WinTEAM ERP

Microsoft Excel

Microsoft Outlook

Job description

TriStar Building Services is a locally owned and operated facility services company with more than 30 years of experience serving the Middle Tennessee market. As one of the region’s largest privately owned facility services firms, TriStar has built a strong reputation for service excellence, operational integrity, and long-standing client partnerships across a diverse portfolio of commercial accounts.

Our continued growth reflects our commitment to the communities we serve, the quality of our people, and an unwavering focus on exceeding client expectations.

Position Summary

About TriStar Building Services

TriStar Building Services is a locally owned and operated facility services company with more than 30 years of experience serving the Middle Tennessee market. As one of the region’s largest privately owned facility services firms, TriStar has built a strong reputation for service excellence, operational integrity, and long-standing client partnerships across a diverse portfolio of commercial accounts.

Our continued growth reflects our commitment to the communities we serve, the quality of our people, and an unwavering focus on exceeding client expectations.

Position Summary

The Administrative Clerk is a key member of TriStar’s business support team, providing administrative and operational support across multiple departments and working closely with company leadership.

This position plays an important role in payroll and timekeeping, supply chain administration, accounts payable, vendor management, work ticket administration, and general office operations. The role requires a highly organized and detail-oriented professional who can manage multiple priorities while maintaining a high degree of accuracy and accountability.

The ideal candidate exercises sound judgment, communicates clearly and professionally, takes ownership of assigned responsibilities, and is comfortable working across departments in a fast-paced operating environment.

Essential ResponsibilitiesPayroll & Timekeeping

• Record weekly labor hours and accurately allocate labor to corresponding work tickets to support payroll processing and job-cost reporting.
• Review and record direct and indirect labor hours and expenses within applicable service departments.
• Work with management to ensure appropriate piece-rate structures and labor classifications are maintained for accurate payroll processing and cost allocation.
• Research and resolve discrepancies related to employee time, labor allocation, and work ticket coding.
• Maintain accurate supporting documentation for payroll and labor reporting.

Supply Chain & Vendor Management

• Review customer and operational requirements with Account Managers and other department leaders to coordinate supply and material needs.
• Enter purchase requirements into the ERP system and place purchase orders with approved suppliers.
• Allocate purchased materials to the appropriate work tickets to ensure accurate product costing and job-level profitability reporting.
• Assist in managing supplier relationships and provide supporting information for purchasing, cost, and trend analysis.
• Monitor work ticket activity and completion, ensuring applicable dates, times, materials, and other required information are accurately recorded within the ERP system.
• Maintain accurate supporting detail for daily, weekly, and monthly operational reporting.
• Onboard new suppliers and maintain existing supplier records, including payment terms, minimum order quantities, contact information, and other relevant vendor information.
• Maintain required vendor documentation, including certificates of insurance, business licenses, and other applicable industry or company requirements.

Accounts Payable & Expense Administration

• Enter and process vendor invoices accurately and timely within the ERP system.
• Review invoice amounts and historical vendor costs to identify discrepancies or unusual changes.
• Assist with the processing and management of outstanding accounts payable.
• Process all employee expense reports and maintain records of company petty cash outlays.
• Record and reconcile month-end expense reporting for company departments.
• Maintain appropriate supporting documentation for invoices, expenses, and vendor transactions.
• Coordinate with applicable departments to ensure ERP information, pricing, pay rates, and billing-related information remain accurate and current.

General Administrative Support

• Answer primary business telephone lines and professionally direct inbound calls and inquiries.
• Provide general office and administrative support to company leadership and operating departments.
• Maintain accurate electronic and physical records in accordance with company procedures.
• Assist with recurring reporting, data entry, document preparation, and other administrative requirements.
• Support special projects and additional business needs as assigned.

QualificationsRequired

• Minimum of two years of experience in an office or administrative environment, preferably with exposure to bookkeeping, payroll, accounts payable, purchasing, or vendor management.
• Excellent verbal and written communication skills, with the ability to interact professionally with employees, customers, suppliers, and leadership.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.
• High level of personal integrity, professionalism, accountability, and discretion.
• Ability to work independently, exercise sound judgment, and manage time effectively with minimal supervision.
• Comfortable working with business software, spreadsheets, and ERP or accounting systems.
• Valid driver’s license and reliable personal transportation.

Preferred Qualifications

• Experience with payroll, accounts payable, purchasing, or job-cost accounting.
• Experience working within an ERP, specifically WinTEAM, accounting, or workforce management system.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience in facility services, commercial cleaning, construction, field services, or another service-based operating environment.