Administrative Support Specialist - Pittsburgh, PA

Military Spouse Corporate Career Network•Pittsburgh, PA

10h

About The Position

Barton Associates is seeking an organized, resourceful, and people-focused administrative professional to provide central office support. The role helps keep the office organized, supports employees, coordinates travel, and handles day-to-day administrative needs. It also supports Corporate Marketing activities and Construction Services processes, including creating and editing specifications and preparing, tracking, and distributing project drawings and related documentation. The position involves working with engineers, designers, project managers, and Construction Services team members, and is suited to someone who manages details through completion and looks for practical process improvements.

Requirements

High school diploma or equivalent.
Strong organizational skills, attention to detail, and ability to manage multiple priorities through completion.
Excellent written and verbal communication skills and a professional, service-oriented approach.
Proficiency with Microsoft Outlook, Word, Excel, and Teams.
Ability to learn new software, processes, terminology, and document-control requirements.
Ability to work independently and collaborate across departments and office locations.

Nice To Haves

Associate or bachelor’s degree.
Previous administrative, office coordination, project coordination, or similar experience.
Experience in architecture, engineering, construction, professional services, or another project-based environment.

Responsibilities

Serve as a primary administrative resource for the office and maintain an organized, professional, and welcoming environment.
Coordinate office supplies and vendors, and welcome visitors and candidates.
Arrange employee and business travel, including flights, hotels, rental vehicles, itineraries, and related details.
Coordinate calendars, meetings, internal office events, and meeting materials, and complete administrative requests from employees and leadership.
Support conferences, trade shows, client meetings, recruiting events, and business development activities by coordinating registrations, schedules, materials, shipments, travel, and deadlines.
Learn the VisiSpecs program and assist with creating and editing technical and construction specifications.
Learn Construction Services processes and assist with preparing, processing, organizing, tracking, and distributing construction drawings, specifications, and related project documents.
Follow internal systems, naming conventions, document-control procedures, and quality expectations; maintain organized electronic records and retrieve documents as needed.
Coordinate with engineers, designers, project managers, and Construction Services team members to help ensure project documents are accurate, complete, and distributed on time.
Identify practical opportunities to make administrative processes more efficient and consistent.