Administrative Assistant Job at Facility Solutions Group in New York

Job Details

Job Location 24 NY Electric - New York, NY

Description

Administrative Assistant

Job Scope

Join our team as an Administrative Assistant, where your organizational skills and attention to detail will be instrumental in supporting the smooth functioning of our office. You will manage day-to-day administrative tasks, facilitate effective communication, and contribute to overall efficiency. This role is ideal for an organized, proactive individual who thrives in a dynamic, collaborative environment.

Responsibilities:

• Maintain a well-organized office environment, including managing supplies.
• Coordinate office logistics and ensure equipment is operational.
• Serve as the first point of contact for visitors, clients, and employees.
• Handle client management: answering phones, directing calls, and emailing on behalf of staff.
• Input and audit construction payroll daily.
• Issue purchase orders, process invoices for accounts payable and receivable.
• Manage vendor relationships and review vendor statements.
• Audit financials related to materials, sales, labor, and projects.
• Create and audit customer invoices and payment requisitions.
• Generate reports such as open purchase orders and billing reports.
• Manage schedules, appointments, and meetings.
• Arrange travel plans and accommodations.
• Create, format, and edit documents and presentations.
• Assist with internal and external communications.
• Perform data entry and maintain records.
• Provide administrative support to team members and managers.
• Assist in special projects and tasks.
• Ensure compliance with company policies.
• Assist in planning and executing company events.
• Perform clerical duties: typing, photocopying, printing, scanning, and processing work orders.
• On-site in Midtown office, 5-minute walk from Penn Station and Port Authority.

Minimum Qualifications

• BA/BS or 1+ year experience in a supportive construction role.
• 50+ WPM, proficient in PC & Microsoft Office, especially Excel.
• Strong verbal and written communication skills.
• Basic math skills.
• Motivated, proactive team player with attention to detail.
• Ability to pass drug and background screening.
• Commute to Midtown Manhattan.

Preferred Qualifications

• BA/BS with construction certifications.
• 1+ year experience in NYC construction.
• Experience with Procore, Primavera, Textura, Gsuite.
• Notary public certification.

As an EEO/Affirmative Action Employer, all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Job Details

Type: Full-time

Expected hours: 40/week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

Monday to Friday

Experience:

Customer service experience preferred.

Ability to Commute:

Yes, to Midtown Manhattan.

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