Administrative Assistant - Construction

PKF O'Connor Davies TalentConnect•City of Mount Vernon, NY

2d•Onsite

About The Position

Our client, a small construction company is seeking a detail-oriented and organized Administrative Assistant to join Their team. This position plays a crucial role in maintaining smooth operations and ensuring compliance with client requirements.

Requirements

Previous administrative experience, preferably in the construction industry or a similar field.
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Excellent attention to detail and problem-solving abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with accounting or project management software is a plus.
Strong communication skills, both written and verbal.
Ability to work independently and as part of a team.
Notary certification or willingness to obtain it.

Nice To Haves

Familiarity with accounting or project management software.

Responsibilities

Prepare and process monthly payment packages for clients, ensuring accuracy and adherence to each client’s specific requirements.
Compile all necessary documents, including bills, certified payrolls, affidavits, and other required forms.
Ensure packages are complete, submitted on time, and compliant with client guidelines.
Monitor and track outstanding payments, maintaining accurate records.
Contact clients to follow up on payment status, resolving issues in a professional manner.
Manage the processing of extra work tickets generated during projects.
Accurately prepare and submit bills based on signed forms from field representatives.
Ensure deadlines are met to comply with client time-frame clauses.
Provide notary services for company documents or obtain notary certification if not already held.
Collect and organize daily reports from field representatives.
Follow up with team members to ensure timely submission of reports.
Assist with general administrative tasks, including filing, data entry, and maintaining records.
Provide support to the office team as needed to facilitate project completion and client satisfaction.