Administrative Assistant

Coates Field Service Inc•Syracuse, NY

2d•Remote

About The Position

Coates Field Service, Inc. is seeking an experienced Administrative Assistant to support the project managers. The successful candidate will be experienced in supporting project managers and able to adapt to tight deadlines in order to meet project deliverables. This is a remote position. We are seeking a detail-oriented and organized Administrative Assistant to support project operations and daily administrative functions. This role plays a key part in ensuring smooth communication across teams, accurate documentation of project activities, and effective coordination with vendors.

Requirements

Strong written and verbal communication skills
Excellent organizational skills and attention to detail
Proficiency in Microsoft Office (Word, Excel, Outlook) or similar tools
Ability to manage multiple tasks and meet deadlines in a fast-paced environment
Strong note-taking and documentation abilities
Professional communication and interpersonal skills
Time management and prioritization
Problem-solving mindset
Ability to work independently and as part of a team

Nice To Haves

Associate or bachelor’s degree preferred
1–3 years of administrative, project coordination, or similar experience preferred

Responsibilities

Attend project-related meetings and calls; accurately take, organize, and distribute meeting minutes and action items
Compile and prepare weekly reports by gathering updates from project teams and summarizing key information
Coordinate and manage communications with vendors, including follow-ups, scheduling, and document sharing
Maintain organized records of project documentation, reports, and communications
Assist with scheduling meetings, tracking deadlines, and supporting project timelines
Provide general administrative support to the team as needed