Administrative Specialist

Company Description Rapid Insulation Inc is a construction company specializing in insulation services for residential and commercial projects. Headquartered in Knoxfield,Victoria, the company focuses on reliable, efficient, and safety-conscious work on job sites. Team members support field operations through strong administrative and logistical coordination. The organization values professionalism, clear communication, and collaborative problem-solving. Rapid Insulation Inc offers opportunities to contribute to growing construction projects while developing administrative and operational skills.Role Description The Administrative Specialist is a full-time, on-site role based in Melbourne, VIC, providing administrative and coordination support to project managers and field teams. Day-to-day responsibilities include managing documentation, organizing schedules and appointments, maintaining records, and handling correspondence by phone and email. The role also involves preparing invoices and basic financial reports, assisting with purchase orders, and tracking expenses. The Administrative Specialist will respond to customer inquiries, support office reception duties, and coordinate with internal and external stakeholders to ensure information flows smoothly. This position requires consistent attention to detail, proactive follow-up, and the ability to prioritize multiple tasks in a construction-focused environment.Qualifications Candidates should possess strong Communication and Customer Service skills to interact effectively with clients, vendors, and team members.Candidates should possess Administrative Assistance skills, including document management, scheduling, and office coordination.Candidates should possess Finance and Analytical Skills to support invoicing, expense tracking, and basic reporting.Candidates should demonstrate proficiency with office software (e.g., MS Office or similar tools) and data entry accuracy.Candidates should have strong organizational skills, attention to detail, and the ability to work independently and as part of a team.Prior experience in an administrative role, ideally within construction or a related industry, is beneficial.A relevant certificate, diploma, or comparable experience in office administration, business, or a similar field is advantageous.