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.
- Maintain office supply inventory; code monthly credit card charges
- Schedule travel arrangements as required
- 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
