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administrative assistant

3 months ago

Syracuse, New York, United States The Hayner Hoyt Corporation Full time
Job DescriptionJob DescriptionIn addition to the annual salary this position is eligible for an annual bonus.

The Hayner Hoyt Corporation ) is seeking an experienced Administrative Assistant to join our Team.

We are a commercial construction company in Central NY and our 50+ years of success is because of our people. We don't just build buildings, we build careers. For the past 17 consecutive years, we have earned the distinction of being one of the Best Companies to Work for in New York State as nominated by our employees.

This position is responsible for providing administrative support to our Project Managers. The successful candidate will serve as a liaison to subcontractors, customers, suppliers and employees for assistance with a variety work related issues and questions. They also will be responsible for coordinating schedules and meetings, project documents and invoices. This position may require travel and work assignments at active project sites throughout the Syracuse, Oneida, and greater Central New York.

Responsibilities:

  • Perform a variety of administrative responsibilities to support assigned Project Managers and/or company objectives including: coordinating schedules, planning meetings, bill processing, creating project documents, notarizing documents, photocopying, filing and maintaining off site and warehouse job files and blueprints.
  • Responsible for maintaining and coordinating schedules for project team.
  • Assist in planning and organizing project events such as meetings, lunches and office activities.
  • Create, prepare, and/or distribute a variety of project documents using construction software programs.
  • Prepare subcontracts and send out contract packets to subcontractors, which include billing forms, insurance requirements, lien releases and other forms.
  • Responsible for creating various memos, faxes, emails, reports, calendars, schedules, meeting minutes, spreadsheets and other documents as needed.
  • Set up Procore site for projects and upload project documents to the site.
  • Collect backup documentation for actual job costs and match all vendor/subcontractor payment requests to work performed.
  • Follow up with subcontractors on outstanding invoices or missing documentation for billing and payment processing.
  • Prepare and/or request various documents including payment/performance bonds, Hayner Hoyt insurances certificates, sale tax certificates, tax exempt or certificates of capital improvement and other documents as required or directed.

Minimum Job Qualifications:

  • HS diploma or equivalent required; Associates degree or equivalent preferred
  • 3-5 years' office, administrative, clerical experience and/or experience required.
  • In depth understanding of entire MS Office Suite
  • Excellent customer service skills required
  • Ability to communicate effectively, both orally and in writing
  • Skill in organizing and establishing priorities
  • Ability to develop and maintain recordkeeping systems and procedures
  • Ability to create, compose, and edit written materials
  • Excellent attention to detail
  • Ability to maintain confidentiality of information and materials
  • Notary Public State of New York designation desirable.
  • Candidates with previous commercial construction experience will be given priority consideration

We offer a collaborative environment focused on career and professional development with competitive salary & year-end bonus. Our comprehensive benefit package includes: low cost health, dental and vision insurance, company paid life insurance, 401(K) savings with company match, generous paid time off and holidays, short term and long disability and voluntary accident, cancer and hospitalization plans.

We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.