Institute for Building Technology and Safety

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Administrative Specialist

Administrative Specialist

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# of Openings 
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Building and Construction

More information about this job



This position is temporary, full-time for approximately three months or more, but there is the possibility it could convert to regular, full-time, salaried. 


This position will assist the Plan Review Department in the administration of various projects

  • Coordinate and track the inventory of incoming and outgoing plans from a variety of external clients.
  • Assist in the development of a tracking system and procedures for the reviewing of the plans.
  • Assist with proposal document organization and development.
  • Set up  and coordinate WebEx meetings.
  • Coordinate and track shipments of Plan documents (via FedEx, UPS, etc.)
  • Provide clients with timely responses.
  • Data entry into various systems related to plan review services and other departmental transactions
  • Make travel arrangements (airfare, lodging and rental cars) for the Department.
  • Assist with training efforts.
  • Maintain Department’s files, to include Archiving.
  • Other duties as assigned.


  • Strong MS Office (Word, Outlook, Excel, PowerPoint, Publisher, etc.)
  • Working knowledge of Adobe Photo Shop
  • Experience booking travel (airfare, lodging, and rental cars).
  • Excellent interpersonal skills, strong customer service skills, including the ability to interact with all levels of staff and vendors.
  • Strong verbal and written communication skills, including strong working knowledge of correct usage of grammar and spelling.
  • Ability to adapt to changing priorities, work on multiple assignments and prioritize.
  • Ability to maintain a high level of accuracy in processing requests, data entry, and other record keeping tasks.
  • Attention to details is essential.
  • Must be able to take initiative to meet expectations and work independently.




  • Associates Degree required.  Bachelor’s Degree preferred.
  • At least five years of administrative experience is required. Experience in the construction industry or Permitting is preferred.

Physical Demands

  • Position requires sitting, standing, walking, bending, lifting, repetitive motion of hands/fingers, grasping with hand, gripping.
  • Must be able to remain stationary in a stationary position while in the performance of your duties


Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees. 


The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.


IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas and Washington, DC.


We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that is committed to hiring a diverse and talented workforce. This opportunity is open to Section S3 Residents.


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