Office Administrator

James

E. Fitzgerald, Inc. is a full‑service General Contractor and Construction Manager specializing in commercial interior projects. With a 56‑year history in the construction industry, we are recognized for delivering high‑quality projects on time and within budget. Our expertise spans minor refurbishments to full‑scale renovations with high‑end finishes and advanced infrastructure integration. Offering comprehensive services from budgeting and site surveys to quality control and project completion, we are committed to providing excellence in construction management.

Located in New York, we combine experience and state‑of‑the‑art technology to meet and exceed client expectations.

Below is a partial description of the responsibilities of the Administrative Coordinator:

• a. coordinate front desk activities, answer phones, greet visitors, sign in / sign out board, coordinate messengers and Fed Ex deliveries, incoming and outgoing mail/packages, greet visitors, order or purchase food, delivery and/or set up for meetings.
• b. Organize and plan JEF internal staff events such as holiday parties and various happy hours for sales goal, etc.
• c. Coordination of various catered breakfasts and lunches here at JEF offices.
• d. Research and ordering of misc. client gifts, ordering, and sending flowers, etc.
• e. Research for events like sports events, show tickets, concerts, ect.
• f. Office upkeep such as setting up holiday decorations, general office cleanup, and organization, keeping conference rooms clean and organized, office decor such as wall art or prints.
• g. Office maintenance coordination such as organizing specialized cleaning, vendors coming in for HVAC service, liaison with the building for service or interruptions from the building, support of ordering new or replacement misc furniture items, light bulbs, and other misc vendor service visits. scheduling vendors for seasonal cleaning of floors and windows.
• h. Ordering and Maintaining Office supplies: paper, envelopes, folders, binders, pantry supplies, Friday bagels, coffee, milk, misc supplies.
• i. Supporting Departments with various administrative tasks and functions.

• a. Misc photocopying, document prep, lunch/dinner reservations, car service, misc. projects, etc. for various senior managers.
• c. Coordinate set up new for employees (removal of previous items at workstation, new items such as office key card, Business cards, cell phone, desk phone, desk setup and supplies)
• d. Liaison with Verizon for Cell phones and Ipads, including set up, repair, replacement.
• e. Liaison with phone company for office land lines / phones.
• f. Liaison with Flexible for all types of service calls, new equipment, system overhauls, new hire start up, and more.
• g. Liaison with Greenan for all Copier related items (toner, supplies, service, repairs).

• a. Proposal Management:
  Assist Marketing and Sales with RFPs, RFQs, and RFIs, ensuring compliance with requirements and coordinating with internal and external teams.
• b. Content Development:
  Assist Marketing with continuous update and refine our proposal templates to enhance quality and reduce response times.
• c. Charity Initiatives:
  Support JEF’s involvement in charity events through research, planning, invitations, and creating journal ads.
• d. Marketing Support:
  Assist in the redesign of marketing collateral, manage our social media platforms, and support web upgrades.

• Strong organization, planning and time management skills.
• Proactive and high attention to detail.
• Excellent written and verbal communication skills.
• Excellent computer skills, proficient with technology & software (Microsoft Office required).

In Person, Monday through Thursday 8:00AM-5:00PM, Friday 8:00AM-4:00PM