Administrative Support Specialist – Project Management/Estimating Team

Department: Project Management

Reports To: VP of Project Management

Status: Hourly (Non-Exempt)

Location: Central Specialties - Alexandria

Schedule: Full-time, year-round, Monday–Friday, 8:00 a.m. – 5:00 p.m. with extended hours as needed from January – May.

Position Summary

The Administrative Support Specialist provides comprehensive administrative and clerical support to the Project Management/Estimating Team, ensuring smooth coordination of project documentation, communication, and compliance. This role is pivotal in supporting project managers with organization, reporting, and document control throughout all phases of construction projects.

Essential Duties and Responsibilities

• Project Documentation: Prepare, format, and manage project documents, including contracts, submittals, and process addendums.
• Data Entry & Recordkeeping: Enter and maintain accurate data in project management systems and shared drives; ensure version control and document traceability.
• Bid & Proposal Support: Search for ads, create and maintain bid files, including printing labels, plans, proposals, bid items, and other related documents.
• Meeting & Schedule Support: Schedule and coordinate preconstruction meetings, maintain calendars, take notes, and follow up on assigned action items.
• General Office Support: Provide administrative support such as scanning, filing, copying, ordering supplies, and maintaining organized digital and physical filing systems.

Education & Experience

• Associate’s degree in Business Administration, Construction Management, or related field preferred.
• Minimum of 2 years’ administrative experience, preferably in the construction industry.
• Experience supporting project managers or engineers is highly desirable.

Knowledge, Skills & Abilities

• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams) and document management systems.
• Familiarity with project management or construction software (e.g., Viewpoint, B2W, HCSS, Procore) is a plus.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Confidentiality, professionalism, and a proactive, team-oriented approach.

Working Conditions & Physical Requirements

• Primarily office-based with frequent communication with field teams.
• Must be able to sit or stand for extended periods while working at a computer or performing clerical tasks.
• Frequent use of hands and fingers to handle, file, or operate office equipment such as copiers, scanners, and printers.
• Occasional lifting, carrying, and moving of materials such as plan sets, file boxes, and binders weighing up to 30 pounds.
• Occasional walking, bending, stooping, or reaching to access storage areas, file cabinets, and shelving.
• Visual acuity required for reviewing detailed documents and digital files.
• Regular attendance and punctuality are essential for this position.

BENEFITS

• Group Health Insurance
• Dental and Vision Insurance
  
• Health Savings Account (HSA)
  
• 401(k) Retirement Savings Plan with Match and Profit Sharing
  
• Holiday Pay
• Paid Time Off
• Basic Life Insurance
• Supplemental Life Insurance

Central Specialties, Inc. is an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees. We encourage applications from all qualified individuals, including women, minorities, veterans, and persons with disabilities.