Administrative Assistant Construction

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 Quick Books 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