Administrative Assistant And Office Manager

We are a growing general contracting company representing both tenants and landlords across the continental US. We are based out of Long Island City Queens, NY. This position requires applicants who are committed to in-person, full time and timely attendance. You will be expected to work Monday - Friday from 8am-4pm or 9am-5pm if needed. English fluency is required and multi-lingual is nice to have.

Please see the list below for an example of your expected responsibilities:

Office Duties Daily:

· Answer and screen calls.

· Open, date, sort and distribute all incoming mail. Scan, save and email correspondence and signed waivers to team members.

· Stamp, record in log folder and drop-off outgoing company mail.

· Receive, record, and distribute incoming FedEx, UPS, and USPS packages.

· Prepare FedEx labels as requested, record in mail log and arrange pick-up/drop off. Email tracking number to person requesting label.

· Assist with requests as needed such as orders, online payments, retrieval of folders in cabinets.

Office Duties Weekly:

· Enter new company contacts and update existing contacts as requested.

· Enter new clients and employees in company contacts.

· Replenish all company office supplies including but not limited to:

o both bathrooms (Toilet paper, tissues, paper towels, hand soap, disinfecting wipes.etc).

o kitchen (coffee, espresso, soap, towels, dishwasher, milk, sugar, cutlery.etc).

o office (folders, pads, binders, pens, highlighters, clips, paper, ink.etc).

o Order supplies for cleaning lady as required.

· Troubleshoot and schedule service calls for copiers.

· Prepare charge request for toner and paper supplies for copiers, OCE Plotwave not included in service agreement. Submit for approval prior to ordering.

Admin Duties Daily:

· Request certificates, policy & endorsement copies and W9 forms from subcontractor for new jobs. Review certificates for accuracy. Submit for vetting.

· Request COI renewals and updated endorsements/copies of policies from subcontractors. Update Sage and job folders.

· Receive and record packages delivered for projects (record in package log, take pictures, scan packing slips).

· Match packages against emails / furniture & lighting schedules. Send emails with pictures and packing lists to team members and client for confirmation.

· Mark crates and packages according to destination as instructed.

· Organize archive and loading space to accommodate packages.

Admin Duties Weekly:

· Print or scan drawings and arrange for delivery to jobsite as requested.

· Archive documents as needed. Assist with purging of archived documents.

· Scan, save and email subcontractor / vendor invoices and statements to team members.

· Scan, save and email bank statements, loan payments and bills.

· Scan, save and email Amex receipts and charges to team members.

· Email EZ Pass, Metro Cards, Park NYC, and Microsoft charges when notified.

· Scan and file subcontractor and vendors checks and lien waivers.

· Distribute checks to subs / vendors once original waivers received – via mail or in person.

· Enter check information into mail log and save scan in job folders - Accounting folder. For audit purposes - Update GL & WC Audit book with updated COIs, and log office supplies ordered.

· Receive and set aside 1099 for tax purposes starting the beginning of year. Provide to accounting when requested.

Monthly As Required - Administrative Assistant and Office Manager Duties

· Update and refill postage meter as needed.

· Request additional container pick up if needed. (Avid Waste)

· Order clothing and accessories for CIS employees as needed (shirts, pants, hard hats)

· Provide meter readings for copiers & OCE Plotwave.

· Report any issues found in office such as issues with A/C units or boiler. Contact company for service as instructed.

The Office Administrator shall demonstrate the ability to multi-task, work under pressure both independently and in a team environment, seek creative means to problem-solve and be passionate and energetic about their work product. We offer compensation that is competitive with industry standard and is commensurate with work experience.