Administrative Support Specialist - Pittsburgh, PA

VetJobs • Pittsburgh, PA

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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, employees supported, travel coordinated, and daily administrative needs moving forward. It also supports Corporate Marketing activities and Construction Services processes, including the creation and editing of specifications used to prepare, track, and distribute project drawings and related documentation.

The position involves supporting office operations, coordinating travel and meetings, assisting with marketing and business development activities, and learning Barton’s VisiSpecs program and Construction Services processes. The successful candidate will maintain accurate, organized project records and work with engineers, designers, project managers, and Construction Services team members to ensure documents are complete and distributed on time. The job description identifies locations in York and State College, Pennsylvania, and Raleigh, North Carolina; it also refers to supporting the Raleigh office.

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 Office, including 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 the 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; follow administrative requests through completion.
• Support conferences, trade shows, client meetings, recruiting events, and business development activities by coordinating registrations, schedules, materials, shipments, travel, and deadlines.
• Learn Barton’s 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.
• Work with engineers, designers, project managers, and Construction Services team members to ensure project documents are accurate, complete, and distributed on time.
• Identify practical opportunities to make administrative processes more efficient and consistent.

Benefits

• Employee ownership through an ESOP.
• Medical, dental, and vision coverage.
• 401(k) matching and profit-sharing opportunities.
• A professional yet flexible environment that respects employees’ time.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED