Administrative / Office Assistant

Laland Baptiste•Mineola, NY

9d•$28 - $35•Onsite

About The Position

Administrative/Office Assistant-Mineola, NY Laland Baptiste, LLC is a certified minority and woman owned construction management and consulting firm. Laland Baptiste provides innovative and professional services throughout all phases of the construction life cycle. We pride ourselves on being loyal and reliable to our customers, clients, and our greatest assets, our people. Laland Baptiste is dedicated to providing unparalleled services throughout the construction life cycle. These services include Construction Management, Program Management, Owners Representation, Resident Engineering, Inspection, Preconstruction Consulting, Change Order Review, Value Engineering, Administration Assistance, Document Control and Staff Augmentation. Our clients include NYS Office of General Services, Dormitory Authority of the State of New York, NYC Health + Hospitals, State University of New York, NYC Department of Design and Construction, NYC Parks & Recreation, NYC School Construction Authority, NYC Economic Development Corporation, Battery Park City Authority, and NYS Parks, Recreations and Historic Preservation. Administrative/Office Assistant – Construction Management Firm Position Overview We are seeking a highly organized and detail-oriented Administrative/Office Assistant to join our construction management and engineering firm. The ideal candidate will provide comprehensive project and administrative support to the management team and project staff, ensuring the smooth and efficient operation of the office and field operations. This role requires excellent organizational, communication and writing skills, strong computer proficiency, business acumen and the ability to work independently with a positive attitude.

Requirements

Bachelor’s degree preferred in Business Administration, or a related field.
Minimum of 3+ years of administrative experience, preferably in the construction or engineering industry.
Excellent communication and writing skills.
Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management.
Ability to work independently with a positive and professional attitude.
Strong organizational and time management skills.
Ability to multitask and prioritize in a fast-paced environment.
Attention to detail and problem-solving abilities.
Proficiency in administrative software, including scheduling tools and document control systems.
Ability to handle confidential and sensitive information with discretion.

Nice To Haves

Knowledge of construction-related terminology and documentation is a plus.

Responsibilities

Monitor project workload and assist managers and staff in prioritizing tasks and meeting deadlines.
Research information, prepare analyses, and present findings.
Compile, coordinate, and submit data for internal and external reports.
Develop, maintain, and analyze records, forms, and databases to ensure accuracy and consistency.
Manage document control, including insurance policies, contracts, procurements, and required corporate reporting to external parties.
Prepare and review correspondence for executive management and other stakeholders.
Draft, edit, and process various reports, contracts, and official documents.
Coordinate meetings, schedules, and executive travel arrangements as needed.
Assist in organizing seminars, conferences, and company events.
Attend meetings, take minutes, and follow up on action items.
Act as a liaison between internal departments, clients, and external entities.
Screen and direct inquiries, correspondence, and documentation in a professional manner.
Maintain office files, libraries, and digital storage systems for efficient access and retrieval.
Ensure compliance with company policies, industry regulations, and security standards.
Provide support for other departments and staff as needed.
Contribute to the documentation and improvement of office procedures.
Support internal audits, compliance reviews, and security protocols.
Assist other units during peak workloads or long-term assignments.
Undertake special assignments as directed by management.
Maintain regular, consistent attendance and punctuality in accordance with company policies.