Benefits:
Paid time off
Paramount Lighting is seeking an Administrative Assistant to support construction professionals and ensure the smooth operation of projects.
Administrative Support:
Answer phones
Manage and organize electronic filing systems
Schedule meetings, manage calendars, and arrange deliveries.
Prepare and edit correspondence, reports, and presentations.
Manage office supplies and equipment.
Project Documentation and Coordination:
Track and manage project documents like contracts, submittals, RFIs, and change orders.
Maintain organized electronic and paper filing systems for project documentation.
Coordinate communication between project managers, subcontractors, and vendors.
Assist with project closeout procedures.
Financial and Accounting Support:
Track and review invoices, submitting them for approval and payment.
Assist with vendor approval and setup for payment processing (e.g., insurance, tax information).
Assist with bookkeeping and budgeting.
Other Duties:
Support project managers and other team members with various administrative tasks.
May involve assisting with permit applications and compliance checks.
Communication Skills: Excellent written and verbal communication skills for clear and effective interaction with clients, colleagues, and external parties.
Organizational Skills: Strong organizational skills to manage multiple tasks, prioritize workload, maintain detailed records, and manage filing systems efficiently.
Technical Skills:
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with QuickBooks Desktop
Attention to Detail: Ensuring accuracy in documentation, scheduling, and data entry.
Time Management: Ability to manage time effectively, meet deadlines, and work in a fast-paced environment.
Problem-Solving Skills: The ability to identify issues, analyze situations, and propose effective solutions, especially when dealing with changes in priorities and timelines.
Interpersonal Skills: Building positive relationships with clients, co-workers, and other stakeholders.
Resourcefulness & Independence: Working proactively and confidently to solve problems and complete tasks without constant supervision.
Experience in administrative support roles is preferred, with 2-3 years being ideal, especially in a construction office setting.
Familiarity with construction industry terminology and processes is helpful.
Office located in Willowbrook Saten Island 10314
Salary commensurate with experience. Hours 9-5 Monday Thru Friday