Adminstrative Specialist

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BE&K Building Group is looking for a construction office Administrative Specialist in Dallas, Texas.

Essential Job Functions, Duties and Responsibilities

The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.

  1. Type correspondence, meeting minutes, compile required documents in standard company format, etc.

  2. May prepare own correspondence and compose for signature as directed.

  3. Develop and maintain filing system.

  4. Answer telephones, take messages, screen and handle routine items.

  5. Maintain supervisor's calendar; arrange and schedule meetings; coordinate business and client meetings.

  6. Open and distribute mail for office/department.

  7. Arrange for travel, hotel, and car reservations.

  8. May assist in the maintenance and update of accounting reports.

  9. Assists in the preparation, compilation and distribution of monthly reports.

  10. Handle and/or administer confidential documents.

  11. May function as a liaison between supervisor and other company personnel.

  12. Have knowledge of company organization, policies, practices and personnel in order to carry out responsibilities.

  13. Obtain appointment as a notary public as required.

  14. Set up, maintain and prepare timesheets, Workers Compensation forms, and arrange for temporary office personnel, if needed.

  15. Order and maintain office supplies, first aid kit, vendor supplies and office machinery.

  16. May Maintain and update accounting, safety and various office reports.

  17. May help trade/subcontractors understand processes required for payment, etc., and verify trade/subcontractor information is current prior to Accounts Payable submission.

  18. May assist in monthly billings to owners and track payment.

  19. Coordinate office deliveries and pick-ups.

  20. May prepare, track and draft change orders for the project manager's signature.

  21. May keep track of office budget.

General Background and Minimum Requirements

  1. Two-year business school.

  2. 2 to 5 years of work experience.

  3. Excellent proofreading and grammar skills required.

  4. Proven ability in planning, organizing and implementing work priorities.

  5. Proven ability to perform a variety of critical and often confidential tasks with constantly changing priorities.

  6. Proven ability to meet deadlines, carry through assignments and exhibit accuracy and neatness.

  7. Proven ability to interact, develop and maintain a positive working relationship with personnel on all levels, both within the company and with clients.

  8. Proven proficiency in word processing  including proficiency in current corporate software packages.

  9. Proficiency in operation of standard office equipment.

  10. Construction terminology and construction work experience preferred.

  11. Experience using Viewpoint construction software preferred. 


Location: Dallas, TX
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