Administrative Office Specialist

General Job Description:

Job Title: Adminstrative Office Specialist

Reporting to: General Manager

Position Overview:

The Administrative Office Specialist is responsible for supporting daily office and operational functions within a fast-paced service environment. This role performs essential administrative duties including recordkeeping, documentation, data entry, and communication with customers and internal staff. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously while following established company policies and procedures.

Key Responsibilities:

• Perform routine office duties such as filing, recording, copying, posting, maintaining records, and other similar administrative tasks using computer systems and standard office equipment.
• Follow organizational and departmental policies to ensure tasks are completed accurately and on schedule.
• Write up incoming job requests and open repair work orders in the shop management system.
• Upload, organize, and maintain repair photos and files in appropriate folders.
• Communicate with customers to obtain purchase orders, repair authorizations, scheduling information, and completion updates.
• Participate in job scheduling activities to ensure workflow efficiency.
• Collaborate with office, shop, and management staff to resolve issues and support high customer service standards.
• Close work orders upon completion and assist in maintaining the “Work in Progress” file.
• Perform general administrative and customer service tasks to support company operations.
• Support and fill in for other office personnel as needed, including areas such as shipping and receiving, time entry, and purchasing.
• Draft technical reports for management review.
• Maintain a professional company image through prompt, courteous, and effective customer service.
• Perform other duties as assigned.

Specific Qualifications:

Skills and Qualifications:

• Associate’s Degree or equivalent required.
• Minimum of 5 years of experience in a similar administrative or office support role.
• Strong knowledge of Microsoft Office applications, particularly Excel, Word, and Adobe Acrobat.
• Typing and data entry proficiency.
• Familiarity with Sage 100 is preferred.
• Ability to plan, prioritize, and accomplish tasks using sound judgment and industry knowledge.
• Capable of performing a variety of complex tasks with a high degree of independence and creativity.
• Reports to a manager, supervisor, or department head.

Company Overview:

Why IES Infrastructure?

IES Infrastructure offers competitive salaries. But, if you make your employment decision based on salary only, you’re overlooking other significant factors – work environment and employee benefits. We offer a friendly, team-work environment with opportunities for continuous development and career advancement. We also offer a comprehensive benefits package that provides real protection for you and your family.

• Health & dental insurance
• Group life & accidental death & dismemberment insurance
• Supplemental life insurance
• Voluntary accident insurance
• Company Paid Disability insurance (short and long-term)
• Vacation and holidays
• 401k

Company Culture

Commitment to Excellence – Consistently exceeds expectations.
Honesty and Integrity – Strive to do what is right and do what we say we will do.
Safety – Create a safe working environment in all operating locations.
Respect -Honor the rights of all involved.
Communication – Communicate clearly and directly with all involved.
Employee Satisfaction – Create employee opportunities for growth and development.
Innovation and Creativity – Apply creative ingenuity to make us better, faster, and first.
Resiliency – No obstacle will stop us from accomplishing our goals.
Teamwork – Above all else, work together as one team and one group of professionals.

All positions require customer focus with a service-oriented attitude as well as attention to detail with excellent verbal and written communication skills. Ability to adapt to changes in daily activities is essential. Ability to travel and work overtime/weekends, as needed, to meet customer and in-house demands. All applicants must pass a background check and drug/alcohol screening and must have a clean driving record.

Additional Data:

PLEASE NO AGENCY CALLS.
NOTE TO ALL AGENCIES: Any unsolicited agency resumes or agency represented candidates that are presented to any IES employee without first having a signed contract between that agency and the IES Talent Acquisition organization will become the property of IES and no fees will be paid.

EEO & Affirmative Action

The IES policy on equal employment opportunity prohibits discrimination based on race, color, religion, national origin, sex, age, gender identity, sexual orientation, individuals with disabilities, protected veterans, or any other protected status or characteristic. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment, and also states that retaliation against any employee who files a complaint regarding possible violations of this policy will not be tolerated. IES is also committed to taking affirmative steps to promote the employment of minorities, women, individuals with disabilities, and protected veterans. IES develops affirmative action programs to support its commitment to equal employment opportunity, consistent with company policy and the company’s obligations as a contractor to the United States government.

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Disability Accommodation

IES is an Equal Opportunity/Affirmative Action Employer. IES provides reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Assistance Act of 1974 and Title I of the Americans with Disabilities Act of 1990. Applicants who need accommodation in the job application process should contact the IES corporate office at (713) 860-1500 or any IES office to request assistance.

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