Receptionist / Administrator
4 days ago
West Bronx, The Bronx
Job Overview: We are seeking a detail-oriented and organized Administrative Assistant to support our construction company’s daily office operations. The ideal candidate will have excellent communication skills, strong organizational abilities, and the ability to work in a fast-paced environment. This role is essential to the smooth operation of projects, assisting with both administrative and clerical tasks to ensure that the team stays organized and efficient. Key Responsibilities: Provide administrative support to project managers, supervisors, and other construction personnel.
Manage phone calls, emails, and correspondence, ensuring prompt responses and appropriate follow-ups.
Maintain organized filing systems (physical and digital), ensuring that all project documents, permits, and contracts are properly filed and accessible.
Assist with the preparation of project documentation, including bids, proposals, contracts, and reports.
Schedule and coordinate meetings, appointments, and travel arrangements for project managers and teams.
Order office and project-related supplies, managing inventory to ensure resources are available when needed.
Process and track invoices, purchase orders, and other financial documents in coordination with the accounting department.
Enter and maintain data in project management software (e.g., Procore, MS Project) to track project timelines, costs, and milestones.
Assist with the onboarding of new employees, ensuring all paperwork is completed and filed correctly.
Prepare and submit timesheets, ensuring accuracy in hours worked and project allocation.
Monitor and maintain office equipment, arranging for repairs or replacements as needed.
Support the team with special projects, as assigned, ensuring timely and accurate completion. Qualifications: High School Diploma or GED required; Associate’s or Bachelor’s degree preferred.
2+ years of administrative experience, preferably in construction or a related field.
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with project management software.
Excellent organizational, time management, and multitasking skills.
Strong communication skills, both written and verbal.
Ability to work independently and as part of a team in a fast-paced environment.
Attention to detail and a high level of accuracy in work.
Familiarity with construction documents and processes is a plus.
