Administrative Assistant, Construction, Homeless Veteran Program

Tunnel To Towers Foundation; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

The Tunnel To Towers Foundation is seeking an Administrative Assistant to provide clerical support to the Construction team focused on document management, invoice processing, and project data entry. This role helps ensure accurate records from startup through closeout.

Ideal candidates are organized, detail-oriented, and capable of managing multiple projects with vendors and contractors in a fast-paced environment.

Qualifications

• Minimum of 3 years’ experience in an Administrative role.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in MS Office and Google Suite.
• Experience with vendor invoices and document filing is preferred.

Responsibilities

• Process and track vendor, subcontractor, and general contractor invoices for payment.
• Verify invoice documentation and ensure materials are complete and filed.
• Enter and maintain project information and status in Smartsheet.
• Maintain accurate electronic project files and ensure documents are current.
• Track receipt of contractor and vendor documents, including COIs, W-9s, licenses.
• Assist with project setup and closeout documentation.
• Support contract administration by maintaining document logs and version control.
• Coordinate document flow among project managers, contractors, consultants, and stakeholders.
• Respond to routine inquiries from vendors and contractors about documentation and payment status.
• Assist with special projects and additional administrative duties.

Skills

Organization

Communication

Interpersonal skills

Multitasking

Detail orientation

Tools

Microsoft Office

Google Suite

Smartsheet

Job description

Description

The mission of the Tunnel to Towers Foundation is to honor the sacrifice of firefighter Stephen Siller who laid down his life to save others on September 11, 2001. We also honor our military and first responders who continue to make the supreme sacrifice of life and limb for our country. The Tunnel to Towers Foundation is committed to eradicating homelessness amongst our veterans.

The Administrative Assistant provides clerical and administrative support to the Construction team responsible for developing and rehabilitating housing for veterans. This role is focused on document management, invoice processing, project data entry, and maintaining accurate project records within Smartsheet and other company systems. The ideal candidate is organized, detail-oriented, and comfortable working with multiple projects, contractors, and vendors in a fast-paced construction environment.

The Administrative Assistant plays an important role in helping ensure construction projects are properly documented, tracked, and supported from project startup through closeout.

The ideal candidate will possess strong organizational, communication, and multitasking skills.

Requirements

• Process and track vendor, subcontractor, and general contractor invoices for payment.


• Verify invoice documentation and ensure supporting materials are complete and properly filed.


• Enter and maintain project information and status updates in Smartsheet.


• Maintain accurate electronic project files and ensure documentation is current and accessible.


• Track receipt of required contractor and vendor documents, including certificates of insurance, W-9 forms, licenses, and other compliance records.


• Assist with project setup and closeout documentation.


• Support contract administration by maintaining document logs and version control.


• Coordinate document flow between project managers, contractors, consultants, and other stakeholders.


• Respond to routine inquiries from vendors and contractors regarding documentation and payment status.


• Assist with special projects and administrative duties as assigned.

Qualifications

• Minimum of 3 years’ experience in an Administrative role or similar experience.


• Strong organizational.


• Excellent communication and interpersonal abilities.


• Detail oriented.


• Ability to multitask multiple projects and prioritize competing demands under pressure and time sensitive deadlines.


• Proficient in Microsoft Office/ Google Suite (or equivalent).


• Pre-employment screening, including a background check, is required.

Working conditions

Special working conditions may include: a change in days worked, shift hours, and/or working conditions (outdoors or other locations) when participating and assisting in special events needed.