Administrative Assistant-Ozone Park, NY/Collinswood, NJ
hace 14 días
Ozone Park
Job Description COMPANY OVERVIEW: Certerra is a growing national provider of testing, inspection, and certification services that support innovation in new product development, quality assurance, for project delivery, and engineered solutions for asset management. We are passionate about contributing to the sustainable development of the communities we serve. We are a national firm with a global reach serving national and international clients from 30+ offices located in 10 states and are ranked on ENR’s Top 500 list alongside the nation’s top firms. With a 60-year history, Certerra has a passion for high-end services, constant innovation, and investment in the development of world-class laboratory facilities, and interactive management technologies. Each member of our staff is committed to service, innovation, and the success of our clients. Certerra is a consulting firm with over 65 years of quality service that offers professional services in the southwestern United States in the fields of geotechnical engineering, environmental engineering, construction materials engineering and testing, nondestructive testing, and welding inspection. We are seeking a highly organized, dependable, and proactive Administrative Assistant to support daily office operations across administrative, accounting, HR, and fleet functions. This role plays a critical part in ensuring the smooth day-to-day workflow of the office by maintaining accurate records, coordinating logistics, supporting staff, and assisting leadership with operational needs. This position is based either in our Ozone Park, NY or Collingswood, NJ office while also providing administrative and operational support to our other offices. The role follows a hybrid schedule, with the ability to work remotely 1-2 days per week after training. The ideal candidate is detail-oriented, comfortable handling multiple priorities, and capable of working both independently and collaboratively. This position requires strong communication skills, discretion with confidential information, and the ability to adapt in a fast-paced environment. Duties: • Coordinate daily administrative operations in local offices, • Shipping, receiving, tracking, and payment processing for packages, • Enter vendor invoices into Accounts Payable and assist Business Manager with billing processes, • Supporting tracking Accounts Receivable (AR), including monitoring outstanding invoices, following up on payments, and reconciling customer accounts, • Provide general secretarial support to staff, including phone calls, scheduling, and travel arrangements, • Assist with company vehicle fleet management, including insurance, registrations, tolls, and violations, • Assist with equipment management, • HR & Payroll Support, • Support maintaining employee records in compliance with company policies, • Process and track Certificates of Insurance (COIs), • Assist with ERP system inquiries Education/Qualifications: • High School Diploma or equivalent, required, bachelor’s degree preferred, • 2+ years of administrative experience preferred, • Experience with accounts payable and/or payroll support preferred, • Strong organizational and multitasking skills, • Excellent written and verbal communication skills, • Proficiency in Microsoft Office (Excel, Word, Outlook), • Experience with ERP/accounting systems is a plus, • Experience with Deltek Vantagepoint and Salesforce is a plus Physical Requirements • Ability to lift and move packages up to 15-25 pounds as needed, • Occasional local travel may be required Certifications/Licenses: Valid driver’s license required We are an Equal Opportunity Employer. This Company is dedicated to both the letter and the spirit of the equal opportunity employment laws. All applicants and all employees will be evaluated on the basis of their ability, competence, and performance of the essential functions of their positions. There will be no discrimination on the basis of race, sex, national origin, religion, age 40 and over, disability, sexual orientation, marital status, or any other classification which may be protected by federal, state, or local laws. In compliance with the Americans with Disabilities Act, we specifically offer equal opportunity for all employees or job applicants who may have a physical or mental disability. Such persons will be hired on the basis of their ability to perform the essential functions of the job in question. Likewise, their work will be evaluated on their performance of these essential functions. We will offer reasonable accommodation to individuals with disabilities, to the extent that Company resources allow without undue hardship. As part of our equal employment policy, there will be no wage differentials based on gender, between men and women employed in the same establishment, on jobs that require equal skill, effort, and responsibility, and which are performed under similar working conditions