Note: The job is a remote job and is open to candidates in USA. IBTS - Institute for Building Technology and Safety is a non-profit organization focused on building code compliance services. They are seeking a highly organized and detail-oriented Administrative Specialist to provide administrative support within the Plan Review Department, ensuring efficient operations and effective communication among team members.
Responsibilities
- Document Management: Organize, maintain, and update departmental documents, records, and files to ensure easy retrieval and compliance with regulatory standards
- Scheduling and Coordination: Schedule meetings, training, appointments, coordinating with internal team members and external stakeholders as necessary
- Communication: Serve as a point of contact for the department, handling inquiries, and communicating effectively with team members, clients, and other departments
- Data Entry: Accurately input data into departmental databases and systems, ensuring all information is up-to-date and correctly entered
- Report Preparation: Assist in the preparation of reports, presentations, and other documents as needed, ensuring they are professional and error-free
- Clerical Support: Perform general clerical duties such as photocopying, scanning, mailing, and filing
- Project Assistance: Provide administrative support for specific projects, including tracking project progress, organizing materials, and coordinating with project team members
- Supplies Management: Monitor and order supplies to ensure the department is well-stocked and equipped to perform needed tasks
- Compliance Support: Assist with ensuring that all departmental activities comply with company policies and regulatory requirements
- Other duties as assigned
Skills
- US citizen or US Permanent Resident is required due to security clearance requirements
- Minimum High School Diploma
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- 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
- Currently Live or able to relocate to within 40 mile-radius of Ashburn, VA office
- 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
- Knowledge in Adobe Software Such as Photoshop, Page Maker, etc. is a plus
Benefits
- We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.
Company Overview