Administrative Coordinator I

Syska Hennessy Group; New York (NY); Hybrid; USD 49,000 - 74,000; Full time

Benefits offered by this job

Medical, dental, vision, life

401(k) with employer match

Training and professional development

PTO

Transit/parking stipend

½ day work from home Fridays

Job summary

Syska Hennessy Group in New York, NY seeks an Administrative Coordinator I to support project administration and daily operations. You will manage data entry, document control, proposal preparation, and meeting logistics in a fast-paced environment.

The role requires strong organization and communication, with 2–5 years of admin experience. Office and event coordination, travel planning, and backup coverage are key aspects of the position.

Qualifications

• High School Diploma or equivalent; higher degree preferred.
• 2–5 years of administrative experience in a professional setting.

Responsibilities

• Perform data entry, maintain project documents, and prepare reports for management as directed.
• Assist in the production of proposals, contracts, correspondence, etc.
• Prepare transmittals and drawings for delivery via messenger, FedEx/USPS.
• Coordinate/maintain appointment calendars for external and internal meetings.
• Take and distribute minutes of meetings; arrange for catering of meetings.
• Make travel arrangements and coordinate itineraries as needed.
• Act as backup for other administrative team members during vacations.
• File and maintain files in accordance with company filing procedures.
• Attend client and internal meetings; prepare reports to track outstanding action items.
• Provide liaison between office/region and HR, Accounting, IT, and ETT.

Skills

Organization

Communication

Education

High School Diploma or equivalent

Associate/Bachelor’s degree a plus

Tools

Microsoft Office Suite

Outlook

Word

PowerPoint

Adobe Acrobat

Job description

Our dynamic work environment provides the optimal setting to take your engineering career to the next level. From our supportive culture, diverse workforce, and competitive compensation to our flexible work schedules and fun social events, it is everything you will need for an exciting, challenging, and rewarding career.

We currently have an exceptional opportunity for a self-motivated Administrative Coordinator I to join our office in New York, NY. The ideal candidate will be able to maintain confidentiality both internally and externally. The candidate will possess strong organizational and communication skills.

Job Responsibilities

As an Administrative Coordinator I, you will have a full range of administrative responsibilities for projects assigned including adherence to administrative standards and processes. You will establish and maintain excellent working relationships and respond to requests in a timely manner while utilizing the resources and best practices of our administrative division.

Administrative Coordinator I additional responsibilities:

• Perform data entry, maintain project documents, and prepare reports for management as directed
• Assist in the production of proposals, contracts, correspondence, etc.
• Prepare transmittals and drawings for delivery via messenger, FedEx/USPS
• Coordinate/maintain appointment calendars for external and internal meetings
• Take and distribute minutes of meetings; arrange for catering of meetings
• Make travel arrangements and coordinate itineraries as needed
• Act as backup for other administrative team members during vacations
• File and maintain files in accordance with company filing procedures
• Process and track Submittals and Requests for Information (RFIs); knowledge of Newforma, Procore, or eBuilder is preferred but not required.
• Input RFIs and Submittals into the tracking database and distribute them to the internal project team. Follow up with reviewers on pending RFIs and Submittals.
• Perform data entry, maintain project documents, and prepare reports for management as directed.
• Work closely with Project Managers and team members to ensure deadlines are met and Construction Administration items are addressed on time.
• Coordinate external (vendor) and internal Lunch and Learns (send calendar invites, place food orders, set up conference room and A/V equipment).
• Assist Project Managers with tracking project commitments (drawing submittal dates, meeting minutes, etc.).
• Assist in the production of proposals, contracts, correspondence, and other documentation.
• Enter and track proposals in our database; Salesforce experience is preferred but not required.
• Prepare transmittals and package drawings for delivery via messenger, FedEx, or USPS.
• Coordinate and maintain appointment calendars for both external and internal meetings.
• Take and distribute meeting minutes; arrange catering as needed.
• Make travel arrangements and coordinate itineraries.
• Provide backup support for other administrative team members during absences.
• File and maintain records in accordance with company procedures.
• Attend client and internal meetings; prepare reports to track outstanding action items.
• Serve as a liaison between the office/region and departments such as HR, Accounting, IT, and ETT to ensure team support.
• Assist with formatting and editing project specifications.
• Support the coordination and review of timecards.
• Assist with Business Development (BD) activities.
• Monitor project accounts receivable (AR) and follow up with clients as needed to expedite payment.
• Maintain office supply inventory and replenish as necessary.
• Prior experience in the A/E/C industry is a plus!
• Coordinate site-specific in-house and client events.

Job Requirements

• High School Diploma or equivalent work experience; Associate/ Bachelor’s degree, a plus
• 2-5 years of experience as an administrative professional
• Proficient in Microsoft Office Suite including Outlook, Word, PowerPoint, and Adobe Acrobat & Reader; strong proficiency with excel required
• Flexible to work overtime as needed

As a member of our highly collaborative team, we provide you with a flexible benefits package that reflects our respect for your workplace contributions, professional goals, and personal priorities. The personal benefits program includes:

• Robust, comprehensive medical, dental, vision, life insurance and supplemental benefit plans
• 401(k) plan with a generous employer matching program
• Training and professional development courses
• Professional development incentive bonuses
• Dynamic Employee Resource Groups
• Competitive Paid Time Off (PTO) policy
• Transit/parking employer stipend
• ½ day work from home Fridays all year long

At Syska, we promote an environment that is committed to embedding diversity and equality into the core of our business and culture. We empower our employees so they can take ownership for their work and development and strive to continually improve themselves and our firm. Syska is a place where you can build an exceptional career and have a lasting impact on the world.

Syska Hennessy Group | Integrating the best minds and technology to help clients create exceptional environments.

The salary range listed below is for this particular job posting. Actual pay range for candidates will be commensurate with candidate’s experience, skillsets and competencies and may differ based on the cost of labor in their particular location.

New York Pay Range

$49,456 - $74,184 USD

The Company, in its sole discretion determines which positions are eligible for sponsorship based on business unit, band/level and /or job responsibilities. Sponsorship decisions are based on job related criteria and applicable immigration laws and not on an applicant's national origin, citizenship or other protected characteristics.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Syska Hennessy Group’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.