Administrative Assistant

Elmwood Park, NJ, USA

Job Type

Full Time

About the Role

General Description:
The Administrative Assistant is essential for the execution of daily operational tasks and for the organization and record of management activities under the direct supervision of the Project Coordinator or the Management.

Roles and Responsibilities:

Primary Responsibilities include, but are not limited to:
o Collect all required documents from subcontractors (Insurance, purchase orders, etc.)
o Ensure that all subcontractor insurance is current and up to date
o Maintain up-to-date documents and photos in DASH
o Log all expenses/job costing into DASH
o Maintain digital records in teams
o Keep teams current with all documents, photos and daily scheduling
o Daily review of Drawing log and keep jobsites up to date with all revisions
o Monitor subcontractor invoicing and payments
o Scope notes for all new job estimates
o Prepare Takeoffs for all new job estimates
o Such other duties and responsibilities as may be reasonably directed and required

Business Administration
o Providing real-time scheduling support by booking appointments and preventing conflicts.
o Completes operational requirements by scheduling and assigning administrative projects and expediting work results.
o Secretarial support to CEO and company managers
o Provide filing, typing and data entry support
o Manage records and monitor expenses
o Assist with client inquires and support project managers as needed
o Prepare and distribute corporate correspondence and related documents
o Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
o Answer phones and take messages
o Maintain stock of office supplies
o Collect distribute incoming and outgoing mail

Requirements

  • Minimum of Associates Degree in a business-related field preferred; experience can be substituted

  • 2-3 years’ experience with preparing and reviewing contracts

  • 2-3 years of clerical, secretarial, or office experience

  • Experience in construction or restoration setting preferred

  • Knowledge and/or experience with construction material pricing a plus

  • Strong organizational, written and verbal communication skills

  • Proficient computer skills, including Microsoft Office (Word, Excel, and Outlook, Microsoft PowerPoint and Adobe Acrobat)

  • Basic mathematical and typing skills

  • Working knowledge of general office equipment

  • High degree of attention to detail

  • Comfortable with routinely shifting demands

  • Consistent adherence to deadline

  • Excellent time management skills and the ability to prioritize work

About the Company

Compensation:
• Salary/Wages to commensurate with experience
• 90 days probationary period
• Contribution to health benefits expense

Disclaimer
This is not an all-inclusive job description; accordingly, the company has the right to assign or reassign schedules, duties, and/or responsibilities at any time for this, and any other “At-Will” employment position.