Project Administrative Assistant

2 months ago


Utica, United States Tandym Group Full time

A recognized services company in the Capital Region is currently seeking a new Project Administrative Assistant to join their growing team in Utica. In this role, the Project Administrative Assistant will be responsible for providing high-quality office support to one of the company's divisions.

***This position is 100% onsite at a project site, and this is a temp to perm position.***

Responsibilities:

  • Maintain a comprehensive and orderly project file system
  • Assist the team with mailing of FedEx, Certified Mail, etc.
  • Assist the Project Management team in tracking Certificate of Insurance and processing paperwork, including invoices, application for payment, subcontract agreement, purchase orders, and labor cost reports.
  • Accurately enter the payroll daily; complete daily and weekly audits to ensure all craft employees are correctly paid.
  • Maintain office supply inventory; code monthly credit card charges
  • Schedule travel arrangements as required
  • Accurately and timely notify Accounts Payable regarding new vendors to ensure they are correctly set up in JDE prior to placing an order
  • File, match, and process vendor invoices, purchase orders, and packing slips for validation by the Project Accountant
  • Provide timely assistance with the project submittal process, including shop drawings and certifications
  • Promptly copy plans and specifications as directed by the Project Team and/or Management Team.
  • Plan and execute team-building activities and events
  • Coordinate logistics and details for all company events
  • Assist in scheduling and managing meetings, including preparing agendas and materials
  • Provide administrative support to the other offices, including quarterly travel
  • Assist the completion of miscellaneous assignments and projects

Qualifications:

  • A minimum of 2 years of experience providing Administrative Support
  • Ability to work 100% at the project site
  • Previous experience in a Field, Project, and/or Construction role/setting
  • Proficient in Microsoft Suite (Excel, PowerPoint, Outlook, Word, etc.)
  • Knowledge of the various types of communication resources (i.e., email, cell phones, voice mail, Interoffice/company paging system, phone/fax numbers, Job phone/fax numbers, etc.)
  • Exceptional time management skills with the ability to prioritize
  • Willingness to travel to project sites and other offices as needed
  • Great interpersonal skills
  • Excellent communication skills (written and verbal)
  • Strong attention to detail
  • Highly organized

Desired Skills:

  • Associate's and/or Bachelor's Degree
  • Notary certification and/or willing to obtain
  • ERP system (i.e., ADP) or previous Payroll experience


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