Administrative Specialist I

COMPANY INFORMATION:

Established in 1986, ATS Automation is the leading provider of energy management services, automated control systems, critical airflow solutions, and building systems integration. We aim to be the market leader in excellence in building technologies by providing the industry's best teams, engineered solutions, service support, and products.

At ATS, we custom engineer and install building automation systems to optimize buildings' mechanical and electrical systems, reduce building energy consumption, increase tenant comfort, and maximize the productivity of tenants and facilities management personnel.

Headquartered in the Pacific Northwest, with 14 offices and growing across the United States, we support and manage complex building automation and controls projects across the country. We seek out candidates from diverse backgrounds who are curious and eager to learn, have excellent communication skills, and who possess an exceptional work ethic and initiative.

ATS is committed to team member development and offers an extensive training program and ongoing advancement. Our company enjoys remarkable tenure and we take pride in our team's ability to grow their career and find long-term success at ATS.

JOB SUMMARY:

• The Administrative Specialist will interface with fellow ATS team members including Project Managers, Cost Control, and Accounting Supervisor in order to support the administrative and accounting functions within the Critical Facilities division of ATS. Project cost compilation and preliminary analysis are the primary responsibility for this entry-level position and are completed utilizing our accounting software and Microsoft Office products. This role also manages out-of-state taxes and registrations, subcontractor paperwork distribution, and vendor invoice processing. These functions are mainly data-entry based. Financial responsibility increases with tenure.

DUTIES AND RESPONSIBILITIES:

• Compile project cost details utilizing accounting software
• Create invoice package in PDF
• Subcontract administration including management of subcontract paperwork, invoices, and payments
• Create project cost guidelines
• Complete customer prequalification applications
• Prepare and file use tax returns in multiple states
• Perform monthly job cost reviews
• Update and maintain master job cost and billing documents
• Process inter-company cost transfers
• Subcontractor and supplier lien release administration
• Jobsite insurance enrollment and maintenance

SKILLS AND ABILITIES:

• Strong foundation in Microsoft Excel
• Exceptional time management and organizational skills
• Excellent communications and interactive skills
• Ability to work independently
• High attention to detail
• Acumen for workload prioritization, multi-tasking, and working under pressure in an occasionally fast-paced environment to meet deadlines
• Initiative to complete projects, tasks, and assignments
• Ability to work on mid- to long-term projects and while being able to react to unanticipated demands for time
• Enthusiastic, positive energy
• Exhibits a commitment to long-term learning
• Demonstrates integrity, credibility, and dignity in an environment of mutual trust and respect

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

This position requires a presence in the Renton office. Extensive use of computers and IT peripherals are required for the majority of the time while in the office.

COMPENSATION AND BENEFITS

• Annual salary range is $46,000 - $56,000
• Benefits summary can be found at ATS Benefits

POSITION TYPE AND HOURS

• Full-time, exempt
• Typical Monday - Friday working hours

CREDENTIALS AND EXPERIENCE

• High school diploma or equivalent
• 1-2 years of office experience

ATS is an equal opportunity employer and we are committed to complying with all federal, state, and local laws providing equal employment opportunities. When making hiring and employment decisions, we do not discriminate based on race, color, national origin, ancestry, religion, sex, gender identity, sexual orientation, marital status, pregnancy, age, military service, military or veteran status, physical or mental disability, medical condition as defined under state and federal law, or any other legally protected category. All such discrimination is strictly prohibited.

The above job description may not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.