A recognized services company in the Capital Region is currently seeking a new Project Administrative Assistant to join their growing team in Utica. In this role, the Project Administrative Assistant will be responsible for providing high-quality office support to one of the company's divisions.
***This position is 100% onsite at a project site, and this is a temp to perm position.***
Responsibilities:
Maintain a comprehensive and orderly project file system
Assist the team with mailing of FedEx, Certified Mail, etc.
Assist 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 enter the payroll daily; complete daily and weekly audits to ensure all craft employees are correctly paid.
Accurately and timely notify Accounts Payable regarding new vendors to ensure they are correctly set up in JDE prior to placing an order
File, match, and process vendor invoices, purchase orders, and packing slips for validation by the Project Accountant
Provide timely assistance with the project submittal process, including shop drawings and certifications
Promptly copy 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 other offices, including quarterly travel
Assist the completion of miscellaneous assignments and projects
Qualifications:
A minimum of 2 years of experience providing Administrative Support
Ability to work 100% at the project site
Previous experience in a Field, Project, and/or Construction role/setting
Proficient in Microsoft Suite (Excel, PowerPoint, Outlook, Word, etc.)
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.)
Exceptional time management skills with the ability to prioritize
Willingness to travel to project sites and other offices as needed
Great interpersonal skills
Excellent communication skills (written and verbal)
Strong attention to detail
Highly organized
Desired Skills:
Associate's and/or Bachelor's Degree
Notary certification and/or willing to obtain
ERP system (i.e., ADP) or previous Payroll experience