Administrative Assistant

Smith Group of Americas; City of Syracuse (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

Smith Group of Americas is seeking a detail-oriented Secretary/Administrative Assistant to support our Syracuse office. This role will be the first point of contact for visitors and will provide comprehensive administrative support across Operations, HR, Finance, Estimating, and Leadership.

Responsibilities include handling front office tasks, coordinating calendars, travel, and communications; assisting with onboarding, payroll, and document control; and supporting project teams with

Qualifications

• High school diploma or equivalent required.
• 2+ years of administrative, office, receptionist, or secretarial experience.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and Adobe PDF.
• Excellent written and verbal communication, organization and confidentiality.

Responsibilities

• Answer and direct incoming calls and greet visitors.
• Support executives and multiple departments with calendar and meeting coordination.
• Prepare documents, reports and presentations as needed.
• Coordinate travel arrangements and itineraries.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Adobe PDF

Communication

Customer service

Attention to detail

Multitasking

Education

High school diploma or equivalent

Associate's degree in Business Administration or related field

Tools

Procore

QuickBooks

Ramp

SharePoint

Job description

Position Summary

Smith Group of Americas is seeking a highly organized, professional, and customer-focused Secretary / Administrative Assistant to support our Syracuse office. This role serves as the first point of contact for visitors, employees, clients, subcontractors, and vendors while providing administrative support across Operations, Human Resources, Finance, Estimating, and Executive Leadership.

Smith Group of Americas

Location: Syracuse, NY

Employment Type: Full-Time

Reports To: Chief of Staff

Position Summary

Smith Group of Americas is seeking a highly organized, professional, and customer-focused Secretary / Administrative Assistant to support our Syracuse office. This role serves as the first point of contact for visitors, employees, clients, subcontractors, and vendors while providing administrative support across Operations, Human Resources, Finance, Estimating, and Executive Leadership.

Key Responsibilities

Front Office & Administrative Support

• Answer and direct incoming telephone calls.
• Greet and assist visitors, clients, vendors, and applicants.
• Maintain a professional and organized front office environment.
• Manage office calendars, meeting schedules, and conference room reservations.
• Order and maintain office supplies and equipment.
• Process incoming and outgoing mail and deliveries.

Executive & Leadership Support

• Assist company leadership with scheduling and administrative tasks.
• Prepare correspondence, reports, presentations, and meeting materials.
• Coordinate travel arrangements, hotel accommodations, and itineraries.
• Take meeting notes and distribute action items as needed.

Human Resources Support

• Assist with onboarding new employees.
• Coordinate background checks, drug screenings, and new-hire paperwork.
• Maintain employee files and training records.
• Support employee communications and company announcements.
• Assist with benefits administration and compliance documentation.

Accounting & Finance Support

• Assist with invoice tracking and document routing.
• Support accounts payable and accounts receivable processes.
• Monitor and distribute remittance advice and payment notifications.
• Maintain accurate filing of financial records and documentation.
• Assist with expense reporting and credit card reconciliation.

Construction Operations Support

• Maintain project files and electronic documentation.
• Upload and manage documents within Procore and SharePoint.
• Assist project managers and estimators with administrative requests.
• Track subcontractor compliance documents and certificates of insurance.
• Support certified payroll and prevailing wage documentation.
• Coordinate communication between field and office personnel.

Document & Records Management

• Create, edit, proofread, and format professional documents.
• Maintain digital and physical filing systems.
• Ensure confidential information is handled appropriately.
• Manage retention and archival procedures for company records.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of administrative, office, receptionist, or secretarial experience.
• Strong proficiency with Microsoft Outlook, Word, Excel, Teams, and Adobe PDF.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to maintain confidentiality and professionalism.

Preferred

• Experience in construction, engineering, professional services, or contracting industries.
• Experience with Procore, QuickBooks, Ramp, SharePoint, or similar software.
• Associate's degree in Business Administration or related field.
• Experience supporting executives or multiple departments.

Skills & Competencies

• Professional communication
• Customer service mindset
• Attention to detail
• Multitasking and prioritization

Problem solving

• Calendar and schedule management
• Document management