Construction Administrative Assistant

Ultimate Staffing; Town of Florida (NY); On-site; USD 40,000 - 50,000; Full time

Job summary

A staffing agency in New York is seeking an Administrative Assistant to serve as the first point of contact for clients and visitors while managing comprehensive administrative support. The ideal candidate will demonstrate professionalism and organization, capable of handling accounts payable tasks and managing multiple priorities. Responsibilities include greeting visitors, managing schedules, assisting with accounts payable processes, and ensuring efficient office operations. This role is crucial for maintaining professional office functionality.

Qualifications

• Able to manage multiple priorities in a fast-paced office environment.
• Experience in accounts payable processes is a plus.

Responsibilities

• Serve as the first point of contact for clients and visitors.
• Provide comprehensive administrative support and accounts payable assistance.
• Manage calendars and schedule meetings.

Skills

Professionalism

Organization

Customer focus

Multi-tasking

Job description

Overview

Administrative Assistant serves as the first point of contact for clients, vendors, and visitors, both by phone and in person, while providing comprehensive administrative and accounts payable support to the organization. This role is critical to maintaining professional office operations, efficient communication, and accurate processing of accounts payable activities. The ideal candidate is professional, organized, customer-focused, and capable of managing multiple priorities in a fast-paced office environment. This position works directly for the Office Manager to support accounts payable processes and overall office functionality.

Essential Duties and Responsibilities

• Greet visitors and determine appropriate access to staff members
• Maintain office security by following established safety procedures and controlling reception desk access
• Answer, screen, and route incoming calls; provide information, take messages, and schedule appointments
• Monitor office voicemail and distribute messages as appropriate
• Open, sort, and distribute incoming mail and deliveries
• Prepare outgoing mail and packages, including addressing envelopes and labels
• Perform general office duties, including filing, photocopying, and document organization
• Ensure common areas (reception, conference rooms, copier areas, and kitchen) are clean, organized, and adequately stocked
• Assist with accounts payable invoice entry and tracking
• Monitor and maintain the A/P email inbox; download and organize invoices and statements
• Maintain accurate and organized A/P files on the company Home Drive
• Reconcile vendor statements and invoices
• Maintain vendor database, including credit applications and subcontractor information
• Maintain and update the Insurance Certificate Book
• Order and manage office supplies, stationery, business cards, envelopes, and kitchen supplies
• Manage company shirt inventory
• Coordinate meeting lunches and assist with internal events
• Handle social and office protocols (e.g., flowers, birthday cards, holiday cards)

Communication and Scheduling

• Manage calendars and schedule meetings
• Maintain conference room schedules
• Assist with maintenance of the office phone system and after-hours voicemail setup

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles\' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.