Administrative Support Specialist

HireNetworks Inc.; Raleigh (NC); On-site; USD 40,000 - 56,000; Full time

Job summary

HireNetworks Inc. is seeking an Administrative Support Specialist in Raleigh, NC to back sales and operations.

You will handle billing, scheduling, purchasing, submittals, and closeouts while coordinating with project managers and vendors. The role requires a detail-oriented, service-minded professional who can manage multiple tasks in a fast-paced environment and communicate effectively with teammates and customers.

Qualifications

• Must be able to support sales and operations across billing, scheduling, purchasing, submittals, and closeouts.
• Strong communication and organizational skills are essential for coordinating with vendors, customers, and internal staff.
• Proactive problem solving and accuracy in data entry and records management are required.

Responsibilities

• Participate in division planning and weekly meetings.
• Maintain and update the master schedule with field superintendents.
• Process weekly hours for multiple units and compile reports.
• Handle vendor invoices, purchase orders, and approvals under $250.
• Prepare pay apps and reconcile credit card receipts monthly.
• Assist with submittals, shop drawings, and document control.

Skills

Positive attitude

Calm demeanor

Customer service

Team player

Detail-oriented

Problem solving

Multi-tasking

Fast learner

Tools

Callidus software

Textura billing

Excel

PO systems

Job description

Our client is seeking an Administrative Support Specialist. In this role, you will support sales and operations, including billing, scheduling, purchasing, submittals, closeouts, and working with plan documents. This is a permanent position on-site in Raleigh, NC, working a 40 - 45 hour work week reporting to a Division Director. The opportunity offers a competitive base salary and great benefits. No visa sponsorship or subcontracting arrangements are available.

• Positive attitude and calm demeanor
• Pleasant, helpful, and service-minded on the phone, via email, and in person.
• Patience in working with customers
• Go-getter willing to tackle and solve problems and issues
• Team player who works well with project managers and salespeople to help the division perform at a high level
• Ability to work independently yet keep superiors informed of important matters
• Detail-oriented
• Problem solver, not problem creator
• Ability to communicate well with others
• Comfortable in a fast-paced environment
• Comfortable multi-tasking throughout the day
• Efficient and comfortable working extensively on the computer and a quick learner of software programs

Duties and Responsibilities

As an administrative support specialist, you will participate in all aspects of the division. You will work with customers, vendors, and internal personnel to help perform and complete jobs.

• Participating in a weekly division meeting
• Master scheduler of manpower, working from the office with field superintendents to maintain the daily schedule and inform team members as to where they need to be each day, including attendance in the weekly PM meeting to be aware of company needs and requirements
• Update the calendar for floor prep and RAF business units and provide division management with reports as requested
• Process weekly hours for both the floor prep and RAF business units and submit to division management for review
• Maintain vacation log for the division / add time off to weekly calendar, submitting all vacation requests to division management for review
• Provide sub-contractors with work orders before job starts
• Maintain stock inventory (pick tickets will be required for all prep jobs moving forward)
• Maintain and purchase equipment and tooling inventory, obtaining approval for any equipment/tool expenditure above $250.00
• Order entry for both the floor prep and RAF business units as required. This includes creation of PO's for all orders
• Receive and process all vendor invoices and submit for review to division management before submitting to AP
• Assist with submittals and shop drawings for both the floor prep and RAF business units
• Maintain samples for both the floor prep and RAF business units (includes shipping out sample requests)
• Prepare all pay apps for both the floor prep and RAF business units as required, including Textura / billing programs and other documents as required
• Collect and reconcile all credit card receipts for each business unit each month and submit to division management for review
• Process all closeout documents
• Create a database for the access floor division, including contacting GC's / end users throughout the entire region to ensure we are in their systems properly; complete required pre-qualifications and new vendor processing forms
• Process background checks and security requirements as needed
• Contact vendors and suppliers to gather pricing on products as needed
• Download plans and specs for the floor prep and RAF divisions, creating job folders
• Use the Callidus software to assist and perform takeoffs and tracing as needed
• Set up hotel accommodation and travel for personnel as needed

HireNetworks is an equal opportunity employer.