Administrative Specialist

Job Description – Administrative Specialist

Location: Memphis, TN
Reports to: Director of Company Services
Company: Memphis Millwork

About Us
Memphis Millwork is a leading provider of custom millwork and architectural woodwork for residential and commercial projects. We pride ourselves on craftsmanship, precision, and delivering exceptional results for our clients. We are seeking an Administrative Specialist to support daily operations and ensure seamless coordination across departments while delivering exceptional service to employees and customers.

Position Overview
The Administrative Specialist plays a critical role in supporting company operations through organization, communication, and proactive problem-solving. This position is responsible for providing administrative support to leadership and operational teams, maintaining accurate records, assisting employees, and ensuring prompt, professional communication with customers and vendors.

This role requires a friendly, helpful, and service-oriented individual who goes the extra mile to ensure employees feel supported and customers receive timely, clear communication. The ideal candidate is detail-oriented, persistent when encountering barriers, and demonstrates strong follow-through in resolving issues efficiently and professionally.

Key Responsibilities

• Provide administrative support to leadership, project managers, and department heads.
• Serve as a primary point of contact for incoming calls, emails, and visitors, ensuring prompt and professional responses.
• Communicate proactively with customers and vendors regarding documentation, scheduling, and general inquiries.
• Assist employees with administrative needs, benefits questions, onboarding paperwork, and internal requests.
• Maintain organized digital and physical filing systems with strong attention to accuracy and detail.
• Prepare reports, correspondence, spreadsheets, and internal documentation as needed.
• Support accounts payable/receivable processes, data entry, and invoice tracking.
• Coordinate meetings, calendars, and company events.
• Identify operational inefficiencies and proactively recommend solutions.
• Persistently follow up on open items to ensure tasks are completed and barriers are resolved.

Qualifications

• Associate or Bachelor’s degree in Business Administration or related field (preferred).
• 2–5 years of administrative or office support experience.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Ability to quickly learn and adapt to new systems, software, and internal processes.
• Strong written and verbal communication skills.
• Experience supporting multiple departments in a fast-paced environment.
• Demonstrated ability to manage confidential information with discretion.

Skills & Competencies

• Friendly, helpful, and service-oriented mindset.
• Strong attention to detail and organizational skills.
• Excellent problem-solving abilities and persistence in overcoming obstacles.
• Clear and professional communication with employees and customers.
• High level of proficiency in Microsoft Office and comfort navigating multiple software platforms.
• Ability to quickly learn new systems and improve processes through technology.
• Time management and ability to prioritize competing demands.
• Dependable, proactive, and solution-focused approach.

What We Offer

• Competitive salary and performance-based incentives.
• Health, dental, and retirement benefits.
• Paid time off and holidays.
• Opportunity to work with a highly skilled team in a growing company.
• Professional growth and development opportunities.

Requirements

Qualifications

* Experience working in Quickbooks
• Associate or Bachelor’s degree in Business Administration or related field (preferred).
• 2–5 years of administrative or office support experience.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Ability to quickly learn and adapt to new systems, software, and internal processes.
• Strong written and verbal communication skills.
• Experience supporting multiple departments in a fast-paced environment.
• Demonstrated ability to manage confidential information with discretion.