Administrative Specialist - Operations

Nation Services Company•Alexandria, LA

2d•Onsite

About The Position

We're looking for an organized, detail-driven Administrative Assistant to support our Production department. In this role, you'll be the connective tissue between field crews, payroll, and accounting — keeping daily operations running smoothly and accurately. You'll also partner closely with our Estimating team, so this is a great fit for someone who enjoys variety and cross-functional collaboration.

Requirements

Excellent verbal and written communication skills.
Strong organizational skills and a sharp eye for detail.
A customer-service mindset and strong interpersonal skills.
A collaborative approach with internal teams across departments.
Flexibility to adapt to shifting workloads and deadlines.
Comfort multitasking, prioritizing, and problem-solving under pressure.
A proactive eye for ideas that improve department efficiency.
Solid technical skills and comfort learning new software.
A strong sense of integrity and discretion with confidential information.
High school diploma or equivalent required; college coursework a plus.
2+ years of office administrative experience.
Proficiency in Microsoft Office, including intermediate Excel skills.

Nice To Haves

Sage experience preferred.
Construction industry experience preferred.

Responsibilities

Process daily field run sheets, tracking crew activity and job progress.
Break down labor allocation, material assignments, and production units.
Review and update field laborers' time using payroll software, and allocate labor to the correct jobs.
Record daily production data, inventory shipments, and materials in accounting software.
Enter and track purchase orders in accounting software.
Log production department entries — including revenue, billing, and labor — in accounting software.
Complete diesel tracking purchase orders and reconciliations.
Record daily hours and materials used for Heavy Jobs.
Review projects for discrepancies and make corrections as needed.
Support production employees with payroll software questions and requests.
Provide Spanish-language interpretation for employees and visitors.
Cross-train to provide administrative support to the Estimating department, including work orders, change orders, and project number updates.
Take on other duties as assigned.