Administrative Coordinator I
Syska Hennessy Group•New York, NY
•$49,456 - $74,184•Hybrid
About The Position
Syska Hennessy Group is seeking a self-motivated Administrative Coordinator I for its New York, NY office. The position provides administrative support for assigned projects, ensuring adherence to administrative standards and processes. The coordinator maintains strong working relationships, responds to requests promptly, and makes effective use of the administrative division’s resources and best practices. The role also supports project teams, office operations, client and internal events, and coordination across departments.
Requirements
- High school diploma or equivalent work experience.
- Two to five years of experience as an administrative professional.
- Proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Adobe Acrobat and Reader.
- Strong proficiency with Excel.
- Ability to maintain confidentiality internally and externally.
- Strong organizational and communication skills.
- Flexibility to work overtime as needed.
Nice To Haves
- Associate or bachelor’s degree.
- Knowledge of Newforma, Procore, or eBuilder.
- Salesforce experience.
- Prior experience in the A/E/C industry.
Responsibilities
- Perform data entry, maintain project documents, and prepare reports for management as directed.
- Assist with producing proposals, contracts, correspondence, and other documentation.
- Prepare transmittals and package drawings for delivery by messenger, FedEx, or USPS.
- Coordinate and maintain calendars for internal and external meetings.
- Take and distribute meeting minutes, arrange catering, and track outstanding action items.
- Make travel arrangements and coordinate itineraries as needed.
- Provide backup support for other administrative team members during absences.
- File and maintain records in accordance with company procedures.
- Process and track Submittals and Requests for Information (RFIs), enter them into the tracking database, distribute them to the internal project team, and follow up with reviewers on pending items.
- Work with Project Managers and team members to meet deadlines and address Construction Administration items on time.
- Coordinate vendor and internal Lunch and Learns, including calendar invitations, food orders, conference-room setup, and A/V equipment.
- Assist Project Managers with tracking project commitments, including drawing submittal dates and meeting minutes.
- Enter and track proposals in the company database.
- Serve as a liaison between the office or region and departments such as HR, Accounting, IT, and ETT.
- Coordinate new-hire desk setup, including computer, supplies, and office access.
- Assist with formatting and editing project specifications.
- Support the coordination and review of timecards.
- Assist with Business Development activities.
- Monitor project accounts receivable and follow up with clients as needed to expedite payment.
- Maintain office supply inventory and replenish supplies as necessary.
- Coordinate site-specific in-house and client events.
Benefits
- Medical, dental, vision, life insurance, and supplemental benefit plans.
- 401(k) plan with employer matching.
- Training and professional development courses.
- Professional development incentive bonuses.
- Employee Resource Groups.
- Paid time off policy.
- Transit or parking employer stipend.
- Half-day work from home on Fridays year-round.
- Flexible benefits package.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
