Administrative Specialist (REMOTE)

Institute for Building Technology and Safety•Ashburn, VA

10d•Remote

About The Position

We are seeking a highly organized and detail-oriented Administrative Specialist professional to join our Plan Review Department. This position plays a crucial role in ensuring the efficient operation of the department by providing administrative support, coordinating various tasks, and facilitating communication among team members. The ideal candidate will possess strong organizational skills, the ability to manage multiple priorities, and excellent communication abilities. This is a REMOTE position with occasional travel to the DC metro area. US citizen or US Permanent Resident is required due to security clearance requirements.

Requirements

Minimum High School Diploma / BA or BS for College is Preferred.
3 years or more of relevant administrative experience within a plan review or similar technical department is preferred.
Currently Live or able to relocate to within 40 mile-radius of Ashburn, VA office.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Knowledge in Adobe Software Such as Photoshop, Page Maker, etc. is a plus.
Strong organizational and time-management skills.
Excellent written and verbal communication abilities.
Ability to handle sensitive information with confidentiality.
Strong attention to detail and accuracy.
Ability to work independently and as part of a team.
Familiarity with office equipment such as printers, scanners, and copiers.
US citizen or US Permanent Resident is required due to security clearance requirements.

Nice To Haves

Knowledge in Adobe Software Such as Photoshop, Page Maker, etc. is a plus.

Responsibilities

Organize, maintain, and update departmental documents, records, and files to ensure easy retrieval and compliance with regulatory standards.
Schedule meetings, training, appointments, coordinating with internal team members and external stakeholders as necessary.
Serve as a point of contact for the department, handling inquiries, and communicating effectively with team members, clients, and other departments.
Accurately input data into departmental databases and systems, ensuring all information is up-to-date and correctly entered.
Assist in the preparation of reports, presentations, and other documents as needed, ensuring they are professional and error-free.
Perform general clerical duties such as photocopying, scanning, mailing, and filing.
Provide administrative support for specific projects, including tracking project progress, organizing materials, and coordinating with project team members.
Monitor and order supplies to ensure the department is well-stocked and equipped to perform needed tasks.
Assist with ensuring that all departmental activities comply with company policies and regulatory requirements.
Other duties as assigned.