Administrative Support Specialist
4 weeks ago
Key Responsibilities
- Payroll Management: Review and correct payroll entries daily using ADP for the restoration department.
- Schedule Coordination: Update project schedules with PMs and team members daily (2:00 PM to 3:00 PM) and handle changes for weekend projects when necessary. Distribute updated schedules by 4:00 PM daily via Microsoft Teams or Power BI. Communicate with the warehouse manager to ensure materials are prepped for upcoming tasks.
- Task Management: Pull and distribute Purchase Orders (POs) for ACM, labor, and subcontractors. Set up and manage Teams chats for new losses or emergency projects, ensuring key team members are included and followed up with. Coordinate ACM subcontractors on standby, pending PM approval.
- Data Management: Assist PMs in entering and verifying project information in IFS. Regularly update project statuses and completion dates. Monitor project data to ensure proper documentation and processing.
- Issue Reporting: Conduct regular reviews of projects in IFS, document any issues, and report to the Director of Restoration.
- Labor Coordination: Work with PMs to schedule labor resources for ongoing projects.
Requirements
- Two plus years of experience working with an operations team supporting administrative tasks.
- Familiarity with scheduling tools like Microsoft Teams and Power BI, and project management software.
- Experience in construction or restoration services is a plus.
Skills
- Strong organizational and communication skills.
- Ability to thrive in a fast-paced environment.
- Bilingual would be a plus but not required.
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