We have an exciting opportunity in Albany, NY to support ongoing projects as a Project Administrative Assistant. Please note that this position is fully onsite with some travel required.
Essential Duties and Responsibilities:
Maintains a comprehensive and orderly project file system. Ensures the team adheres to the filing process.
Assists the team with mailing of FedEx, Certified Mail, etc. Distribute and/or scan mail to recipient daily.
Assists the Project Management team in tracking Certificate of Insurance and processing paperwork, including invoices, application for payment, subcontract agreement, purchase orders, and labor cost reports.
Accurately enters the payroll daily.
Completes daily and weekly audits to ensure all craft employees are correctly paid. Ensures all payroll issues are accurately and timely resolved.
Maintain office supply inventory
Code monthly credit card charges
Schedule travel arrangements as required
Accurately and timely notifies Accounts Payable regarding new vendors to ensure they are correctly set up in JDE prior to placing an order.
Files, matches, and processes vendor invoices, purchase orders, and packing slips for validation by the Project Accountant. Copies invoices and back up data for the project files and the monthly client billing.
Timely assists the project submittal process including shop drawings and certifications.
Promptly copies plans and specifications as directed by the Project Team and/or Management Team.
Plan and execute team-building activities and events.
Coordinate logistics and details for all company events
Assist in scheduling and managing meetings, including preparing agendas and materials.
Provide administrative support to the Worcester and Cambridge offices, including quarterly travel.
Assist with notary services (preferred or willing to obtain certification).
Assist the completion of miscellaneous assignments and projects.
Qualifications:
High School Diploma or equivalent; bachelor's degree highly desired
A minimum of 2 years of experience providing administrative support
Ability to work 100% at the project site
Previous field, project, and/or construction experience
Excellent communication skills (verbal and written); must be able to communicate effectively in both oral and written form and interface with all departments
Customer and team centric with great people skills
Strong attention to detail with superb organizational skills
Ability to multi-task and work in a fast-paced environment
Ability to maintain absolute confidentiality
Exceptional time management skills with the ability to prioritize
Proficient in Microsoft Suite (Excel, PowerPoint, Outlook, Word, etc.)
ERP system (i.e., ADP) or previous payroll experience a plus
Knowledge of the various types of communication resources (i.e., email, cell phones, voice mail, Interoffice/company paging system, phone/fax numbers, Job phone/fax numbers, etc.)
Willingness to travel to project sites and other offices as needed