The Administrative Specialist is responsible for managing license renewals, event planning, marketing support, collections oversight, invoice auditing, and general office administration.
Our client is an established and growing provider of licensing and compliance management solutions that help businesses navigate complex licensing requirements across the U.S. For over a decade, they have successfully completed thousands of licenses, registrations, and annual reports for security and life safety companies nationwide, delivering consistent results and a positive experience every step of the way.
The Administrative Specialist position is a dynamic role that goes beyond traditional support to include responsibility for our license renewal management system, trade show and event planning, marketing assistance, oversight of collections activity, monthly auditing of invoices and renewal database, and assistance with new-hire on-boarding. The position will also be responsible for general office duties such as mail, FedEx, office supplies, check printing, keeping the office clean and tidy, and assisting senior management with other administrative duties as needed.
This position demands strong organizational skills, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment.
Experience with trade show support and HubSpot is a plus.
Responsibilities
- License Renewal Management – Maintain and manage the company’s license renewal system to ensure all renewals are tracked, up-to-date, and compliant.
- Event and Trade Show Coordination – Assist with planning, organizing, and executing trade shows, conferences, and other company events, including logistics, materials, and registration.
- Marketing Support – Provide assistance with marketing initiatives, including updating databases, preparing promotional materials, and supporting campaigns in HubSpot (if applicable).
- Collections Oversight – Monitor and assist with accounts receivable collections, ensuring timely follow-up on outstanding invoices.
- Invoice and Renewal Auditing – Perform monthly audits of invoices and renewal databases to maintain accuracy and consistency.
- New Hire Onboarding – Support the onboarding process for new employees, including preparing paperwork, coordinating orientation, and providing administrative assistance as needed.
- General Office Administration – Handle daily office operations, including managing mail and FedEx shipments, maintaining office supplies, printing checks, and keeping the office organized and tidy.
- Administrative Support to Senior Management – Assist senior management with various administrative tasks, special projects, and ad hoc requests.
- Multi-Tasking in a Fast-Paced Environment – Prioritize and manage multiple responsibilities efficiently while maintaining attention to detail and deadlines.
- Continuous Improvement – Identify opportunities to streamline administrative processes and enhance operational efficiency.
Qualifications
- At least 1 year of office experience with demonstrated growth and increased responsibilities.
- Proficiency with Microsoft Office applications (Word, Excel, Outlook).
- Excellent verbal and written communication skills.
- Exceptional attention to detail
- Strong organization and planning skills
- Excellent analytical and critical thinking skills
- Proactive problem-solver
- Self-starter with a sense of urgency
- Quick learner
- Great written and verbal communication skills
- Reliable, dependable and professional
- Positive attitude and team player
- Ability to effectively prioritize work and
This is an ideal role for someone who enjoys solving complex challenges, thrives on learning, and wants to grow in a supportive and people-focused environment. If you’re ready to take the next step in your career with an organization that values your growth and well-being, apply today!
Top Skills
Hubspot
MS Office
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