Administrative Specialist

Job Title: Administrative Specialist Job Description
The Administrative Specialist provides comprehensive administrative and operational support for a busy office environment, with responsibilities spanning employee onboarding and offboarding, workspace coordination, internal events, reporting, and day-to-day office needs. This role suits a true administrative generalist who enjoys taking ownership, applying critical thinking and judgment, and moving seamlessly between analytical tasks and hands-on support such as booking travel, completing expense reports, monitoring shared inboxes, ordering supplies, and preparing workspaces. The position offers broad exposure to office operations, employee support, technology, data and reporting, and special projects within a large engineering and construction-focused environment.
Responsibilities
- Support day-to-day office and workspace operations, including maintaining iOffice data, seating and workspace records, name tags, office supplies, workspace setup, moves, and employee departures.
- Coordinate onboarding and offboarding activities, including completing I-9s and reverifications, issuing and collecting badges, assigning workspaces, sending calendar invitations, preparing welcome packages, and updating systems and access.
- Review and process mobile device requests by verifying eligibility, accounting codes, approvals, and completeness of information.
- Provide general administrative support, including managing shared inboxes, coordinating calendars, scheduling meetings, arranging travel, preparing and submitting expense reports, and maintaining organizational charts, distribution lists, and employee records.
- Plan and coordinate internal events such as conferences, lunch-and-learns, safety activities, and other employee events, ensuring smooth logistics and communication.
- Assist with newsletters, internal communications, and Microsoft Teams Town Halls, including scheduling, content coordination, and basic formatting or distribution.
- Create and maintain trackers, checklists, reporting tools, and documented processes to support consistent and efficient administrative operations.
- Identify data discrepancies, incomplete information, or potential issues in administrative processes and independently work toward resolution.
- Support process improvement initiatives and special projects, including leveraging AI and other technology to streamline and enhance administrative workflows.
- Monitor and respond to changing priorities and business needs, stepping in wherever needed to ensure continuous support for office operations and employees.
- Collaborate with employees, department leaders, Employee Services, IT, and other internal stakeholders to address administrative needs and resolve issues promptly.
- Balance higher-level special projects and analytical work with routine administrative and operational tasks, maintaining a high level of accuracy and service.
- Handle confidential employee and business information with discretion and professionalism at all times.
Essential Skills
- 35 years of experience in administrative support, office operations, workplace coordination, or a similar role.
- Strong Microsoft Excel skills, including comfort beyond basic data entry and the ability to use formulas and functions such as VLOOKUP or XLOOKUP to analyze data.
- Proficiency with Microsoft Outlook for email, shared inbox management, calendar coordination, and meeting scheduling.
- Experience using Microsoft Teams for meetings, Town Halls, and general collaboration.
- Proficiency with Microsoft Word for creating and editing documents.
- Basic proficiency with Microsoft Visio for creating organizational charts and related documentation.
- Demonstrated critical thinking and judgment, with the ability to receive a request, assess what is needed, and determine appropriate next steps without waiting for detailed instructions.
- Strong problem-solving mentality, including comfort investigating discrepancies or incomplete information and working through issues to resolution.
- High attention to detail, especially when working with employee information, accounting codes, approvals, reporting, and documentation.
- Proven ability to balance multiple priorities and switch between higher-level projects and routine administrative tasks.
- Excellent written and verbal communication skills, with the ability to interact effectively with stakeholders at different levels of the organization.
- Ability to handle confidential employee and business information with discretion and professionalism.
- Adaptability and willingness to learn new technology and processes.
Additional Skills & Qualifications
- Ability and willingness to learn iOffice, Smartsheet, Bluebeam Revu, PowerApps, and AI-enabled tools.
- Experience supporting construction or engineering teams is a plus, but not required.
- Ownership mindset and strong follow-through, with a habit of taking responsibility when something needs attention and seeing it through to completion.
- Willingness to support all levels of work, from analysis and process improvement to packing boxes, updating name tags, or handling general office tasks.
- Comfort working with a wide range of stakeholders and knowing when to resolve issues independently versus escalate them.
- Prior experience training, mentoring, leading, or supervising administrative staff is a plus and considered a preference for long-term growth potential.
- Interest in technology and process improvement, including contributing ideas to streamline administrative workflows using AI and other tools.
- Demonstrated ability to thrive in a fast-moving environment with constantly changing priorities.
Work Environment
This role is 100% in-office at the Lone Tree location, with a standard schedule of Monday through Friday, 8:00 AM to 5:00 PM. There is no flex or hybrid schedule, and occasional overtime or weekend work may be required based on business needs. The environment is a fast-moving administrative support setting within a large engineering and construction-oriented organization, where priorities frequently shift and collaboration across departments is common. The position involves a mix of desk-based administrative work and hands-on office support, requiring comfort moving between analytical or project-oriented tasks and basic operational activities. The Administrative Specialist regularly interacts with employees, department leaders, Employee Services, IT, and other internal teams, and uses a variety of technologies, including Microsoft Office, Microsoft Teams, iOffice, Smartsheet, Bluebeam Revu, PowerApps, and AI-enabled tools.
Job Type & Location
This is a Contract to Hire position based out of Lone Tree, CO.
Pay and Benefits
The pay range for this position is $30.00 - $33.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)
Job Type & Location
This is a Contract to Hire position based out of Lone Tree, CO.
Application Deadline
This position is anticipated to close on Nov 13, 2026.
Workplace Type
This is a fully onsite position in Lone Tree,CO. About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without
regard to race, sex, age, color, religion, national origin, veteran status, disability,
sexual orientation, gender identity, genetic information or any characteristic protected
by law.

If you would like to request a reasonable accommodation, such as the modification or
adjustment of the job application process or interviewing process due to a disability,
please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance:
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the
city and county of San Francisco, we will consider for employment qualified applicants
with arrest and conviction records.

Massachusetts Lie Detector:
It is unlawful in Massachusetts to require or administer a lie detector test as a
condition of employment or continued employment. An employer who violates this law
shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):
We may use Artificial Intelligence (AI) to support parts of our hiring process,
including sourcing, screening, and evaluating candidates. AI helps assess applications
and qualifications, but final decisions are made by our hiring team. By applying, you
acknowledge and agree that your application may be reviewed using AI tools.