We are looking for an Administrative Associate & Maintenance Assistant for our Brooklyn, NYC offices.
As an Administrative Associate & Maintenance Assistant, you will play a crucial role in supporting the organization’s operational efficiency. This multifunctional position primarily focuses on administrative duties while providing support for maintenance activities, ensuring a well-organized and efficient work environment. You will work closely with various departments and vendors, reporting directly to the CEO for some tasks, which requires you to be highly organized and detail-oriented. Additionally, the role requires a trustworthy and discreet individual capable of handling confidential information with the utmost professionalism.
General Accountabilities
Administrative Associate Duties - Oversee day-to-day administrative functions, including managing accounts and performing bookkeeping tasks.
*Ensure all project invoices are organized in the appropriate folders for processing.
*Supervise the Jr. Administrative Associate, who is based in Spain and is responsible for recording invoices and employee expenses related to travel and other expenditures in Excel and QuickBooks, ensuring that all tasks are completed in a timely and efficient manner.
*Engage in cross-functional collaboration by following up monthly with project managers and vendors to ensure no invoices are overlooked (monthly statements).
*Maintain an accurate payment calendar for cash flow control, including processing payments to vendors and employees (reimbursement expenses) while verifying that all payments have corresponding invoices or receipts in QuickBooks.
*Treasury Responsibilities:
- Download reports and follow up of outstanding, paid, and issued invoices.
- Monitor costs without invoices.
*Asist with regulatory compliance with health and safety regulations, including:
- Certificates of Insurance (COI) and Worker’s Compensation from vendors.
- Required documents for the landlord.
- Maintain fluent communication with the CSC for annual fillings.
- Maintain fluent communication with PKFOD regarding issued invoices and tax purposes.
- Ensure all documentation is located in our maintenance management tool (GMAO).
*Manage correspondence effectively.
*Coordinate meetings and maintain calendars.
Maintenance Assistant Duties - Provide support in overseeing maintenance tasks as a backup resource.
*Perform data entry, mailings, and maintaining filing systems for an accurate maintenance historical data.
*Communicate with vendors regarding maintenance and emergency services.
*Assist in coordinating the receipt of all supplier invoices, work orders, and photographs for each service provided.
*Support preventive maintenance coordination:
- Creating PO's for services and coordination with the vendors.
- Following up with the service dates and access requirements as well as with all the documents needed for each service performed.
*Assists in coordinating maintenance requests and quote preparations.
- Preparing quotes to send to the maintenance engineer to be approved.
- Ensuring that accountants issue the requested invoices.
- Generating monthly reports (pre-made in QuickBooks).
Perform other similar tasks that may arise during work.
Qualifications
- Proficiency in English (Required)
- Spanish (Not Required but valued)
- Valid work authorization (Required)
- Proficient in Microsoft Excel and Outlook (Required)
- Strong interpersonal and communication skills
- Attention to detail and strong analytical skills
- Ability to multi-task and prioritize effectively
- Comfortable with negotiation and problem-solving
- Strong administrative and customer service skills
- Experience/Education: A degree in Business Accounting studies and/or knowledge or experience in a similar position.
Additional Information
- Schedule - This is a full-time position
Monday to Thursday
- 9 am to 6pm / 8 am to 5pm
- 1h lunch
Friday
- 9 am to 3pm
- No lunch time
- Availability for phone calls one out of 3 weekends.
- Salary $40,000 -60,000 per year including a 15% bonus at the end of the fiscal year.
- Paid every 15 th and 30 th of the month.
- 401K with 2% match. Optional.
