Construction Administrative Assistant

Aston Carter•New York, NY

1d•$36 - $38•Onsite

About The Position

We are seeking a dedicated and organized Office Operations Administrator who will play a critical role in ensuring the smooth operation of our office. The successful candidate will be responsible for various administrative tasks and will act as a key point of contact for staff and visitors.

Requirements

High school diploma required.
5 to 7+ years of relevant experience in office administration or administrative support.
Effective customer service skills.
Strong written and verbal communication skills.
Ability to multitask and prioritize effectively.
Excellent organizational skills and attention to detail.
Experience with event planning.
Proficient in Microsoft Office Suite/O365 applications.
Ability to problem-solve and analyze data.
Resourceful and proactive with a high level of professionalism.
Trustworthy and dependable, with the ability to handle confidential information.
Ability to work well with limited supervision and learn quickly.
Capability to identify, analyze, communicate, and implement process improvements.

Nice To Haves

Bachelor's Degree is preferred.
Previous administrative experience within an AEC (Architecture, Engineering, or Construction Management) firm.
Experience in data entry, front desk operations, clerical tasks, Outlook, filing, and administrative assistance.

Responsibilities

Answer and direct office main line phone calls.
Assist with travel and meeting arrangements.
Order lunches and assist with staff and client meetings.
Receive vendor, guest, and client visitations, including managing security access, parking, amenities, seating, and safety.
Maintain an organized and clean office environment.
Handle multiple tasks efficiently under pressure.
Sort and distribute incoming mail and process outgoing mail.
Coordinate and manage activities and events, overseeing the engagement and budget compliance of the Employee Engagement & Community Program (EECP).
Keep all pertinent office documentation updated, such as manuals, SharePoint, and office layout/seating.
Maintain office resources, including workspace, furniture, supplies, office technology equipment, and signage.
Oversee the Safety Coordinator duties.
Assist with office real estate closures, relocations, and renovations.
Perform new hire orientation and terminations for designated offices.
Prepare and submit office expense reports.
Review and process vendor invoices.
Prepare office agenda topics, attend meetings, and document outcomes.
Serve as the primary contact with building property management on security access, parking, and work order requests.