Administrative Coordinator, Environmental

C.T. Male Associates • Latham, NY

10d • Onsite

About The Position

C.T. Male Associates is seeking an Administrative Coordinator to support the Environmental Services Division in its Latham, NY office. The role provides primary administrative support to the division and works closely with project managers and technical staff to coordinate daily operations and keep projects moving forward. Responsibilities include managing calendars and meetings, arranging travel, preparing and processing project and financial documentation, supporting client invoicing and project reporting, maintaining records, and handling general inquiries.

Requirements

• High school degree required.
• Three or more years of experience in administrative or related roles.
• Proficiency with Microsoft Office and PDF applications, particularly Excel, Word, Outlook, and Teams.
• Proactive and resourceful, with strong communication, organizational, records management, analytical, and problem-solving skills.
• High level of accuracy and attention to detail.
• Willingness to learn and develop new skills.

Nice To Haves

• Associate’s degree in Business, Finance, Marketing, Architecture, Engineering, or a related field preferred.
• Familiarity with Deltek Vantagepoint and other business management software platforms, or ability to learn and become proficient in them.

Responsibilities

• Provide primary administrative support to the Environmental Services Division.
• Manage calendars and meetings, arrange travel, and coordinate registrations and license renewals.
• Answer and route calls, handle general inquiries, and serve as the division’s main point of contact.
• Prepare, format, and proofread letters, proposals, cost estimates, contracts, technical service change orders, and master subcontract agreements for project manager review.
• Process expense reports and manage receipts for the division credit card.
• Create project authorizations and process project adjustments and closeouts.
• Prepare accurate client invoices in accordance with contractual terms and client billing requirements.
• Assist with project financial reports and flag issues for project managers.
• Maintain organized project files, documentation, and financial records in accordance with company policies and procedures.
• Keep client and project contact information current in Deltek Vantagepoint.

Benefits

• Competitive salary and performance-based bonuses.
• Comprehensive benefits package, including health, dental, vision, and retirement benefits.
• Professional development support, including training, conferences, and certifications.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED