Project Administrative Assistant - Albany - Tandym
Albany, NY
About the Job
We have an exciting opportunity in Albany, NY to support ongoing projects as a Project Administrative Assistant. Please note that this position is fully onsite with some travel required.
Essential Duties and Responsibilities:
- Maintains a comprehensive and orderly project file system. Ensures the team adheres to the filing process.
- Assists the team with mailing of FedEx, Certified Mail, etc. Distribute and/or scan mail to recipient daily.
- Assists 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 enters the payroll daily.
- Completes daily and weekly audits to ensure all craft employees are correctly paid. Ensures all payroll issues are accurately and timely resolved.
- Maintain office supply inventory
- Code monthly credit card charges
- Schedule travel arrangements as required
- Accurately and timely notifies Accounts Payable regarding new vendors to ensure they are correctly set up in JDE prior to placing an order.
- Files, matches, and processes vendor invoices, purchase orders, and packing slips for validation by the Project Accountant. Copies invoices and back up data for the project files and the monthly client billing.
- Timely assists the project submittal process including shop drawings and certifications.
- Promptly copies 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 Worcester and Cambridge offices, including quarterly travel.
- Assist with notary services (preferred or willing to obtain certification).
- Assist the completion of miscellaneous assignments and projects.
Qualifications:
- High School Diploma or equivalent; bachelor's degree highly desired
- A minimum of 2 years of experience providing administrative support
- Ability to work 100% at the project site
- Previous field, project, and/or construction experience
- Excellent communication skills (verbal and written); must be able to communicate effectively in both oral and written form and interface with all departments
- Customer and team centric with great people skills
- Strong attention to detail with superb organizational skills
- Ability to multi-task and work in a fast-paced environment
- Ability to maintain absolute confidentiality
- Exceptional time management skills with the ability to prioritize
- Proficient in Microsoft Suite (Excel, PowerPoint, Outlook, Word, etc.)
- ERP system (i.e., ADP) or previous payroll experience a plus
- 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.)
- Willingness to travel to project sites and other offices as needed
Source : Tandym