Administrative Assistant

Do you have a strong attention to detail and want to be part of a dynamic team?

We are looking for a committed Administrative Assistant to perform a variety of administrative and clerical tasks. This position reports to the Vice President – Director of Operations (LIC) and also takes direction from the Executive Assistant to the Chief Information Officer. The duties of the Administrative Assistant include providing administrative support to our Project Executive and the Project Management Team at our Long Island City (LIC) office, assisting with customer service coverage and managing our team’s general administrative activities.

Essential Functions:

• Manage, organize the team schedule including scheduling the Operations Meeting and any other meetings required for the team. Attend meetings and maintain an ongoing accurate, detailed record of meeting minutes.
• Assist Project Management team members with coordinating change orders utilizing Plexxis (project management software) and setting up digital job folders and related organizational files for each job.
• Coordinate learning seminars with specialty vendors to ensure the team is knowledgeable about new and existing products.
• Maintain job data on Excel spreadsheets to ensure organized job data is available to everyone.
• Ensure the monthly cash flow recaps are produced in a timely, efficient manner.
• Maintain bi-weekly operations production data to ensure an accurate record of job progress.
• Draft correspondence related to completed jobs including but not limited to close out and warranty messages.
• Compile team attendance; submit monthly, daily and annual PTO report to HR Director and Payroll.
• Open distribute and handle incoming/outgoing mail.
• Provide support to the Executive Assistant by ensuring phone coverage for both offices during lunch breaks and as needed.

Competencies:

• Intermediate proficiency level with Microsoft Office suite, especially with Microsoft Excel.
• Strong multitasking and organizational skills.
• Superb written and verbal communication skills.
• Strong time management skills.

Work Environment and Physical Demands:

This position operates in a professional office environment and is required to use standard office equipment such as personal computers, printers, etc. e.g. While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate.

Position Type/Expected Hours of Work: This is a full time employee with a 40-hour workweek.

Required Education and Experience:

• Highschool diploma or equivalent
• 1-2 years of experience working as an Administrative Assistant.
• Previous success in office management.
• Experience organizing internal processes and/or filing systems.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person