Office Administrator

Wiss; New York (NY); On-site; USD 65,000 - 70,000; Full time

Job summary

Wiss in New York City is seeking an organized Office Administrator to support daily office operations, assist the owner, accounting department, vendors, and field personnel in a fast-paced construction environment.

The ideal candidate will be proficient in Microsoft Word, Excel, and Outlook, with strong communication and multitasking abilities. Base salary is $65,000–$70,000, fully onsite, five days per week in Queens, NY.

Qualifications

• Experience in office administration preferred.
• Proficiency in Word, Excel, Outlook.
• Strong organizational and communication abilities.
• Ability to multitask and work independently in a construction environment.

Responsibilities

• Answer phones, greet visitors, and direct inquiries.
• Maintain organized files and manage mail.
• Coordinate permit applications and Code 53 follow-up.
• Schedule trucks and coordinate with drivers, vendors, and job sites.
• Assist owner with correspondence and scheduling.
• Process invoices and support month-end closing.
• Use Word, Excel, Outlook for data entry and document prep.
• Order supplies and maintain an organized office environment.

Skills

Administrative skills

Communication skills

Multitasking

Follow-up

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

A privately held construction client is seeking an organized, proactive Office Administrator to support daily office operations and assist the owner, accounting department, vendors, and field personnel.

The ideal candidate will have strong administrative and communication skills, proficiency in Microsoft Office, and the ability to manage multiple responsibilities in a fast-paced construction environment.

Key Responsibilities:

• Manage front desk responsibilities, including answering phones, greeting visitors, and directing inquiries.
• Maintain organized physical and electronic files, scan documents, and manage incoming and outgoing mail.
• Coordinate permit applications and follow up on Code 53 requirements.
• Schedule trucks, confirm deliveries, and coordinate with drivers, vendors, and job site personnel.
• Support the owner with correspondence, email preparation, appointment scheduling, and follow-up on outstanding tasks.
• Receive, organize, and forward invoices, bills, receipts, and statements to the accounting department.
• Assist with month-end closing by tracking missing documentation and following up as needed.
• Use Microsoft Word, Excel, and Outlook for email, data entry, spreadsheets, and document preparation.
• Handle general office duties, including ordering supplies, tracking deadlines, and maintaining an organized, professional office environment.

Qualifications:

• Previous office administration experience preferred.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong organizational, communication, multitasking, and follow-up skills.
• Professional, reliable, detail-oriented, and able to work independently.
• Ability to communicate effectively with ownership, accounting, vendors, subcontractors, and field personnel.
• Construction industry experience is a plus.
• Ability to manage competing priorities and take initiative to keep daily office operations running smoothly.

Compensation:

• Base salary of $65,000–$70,000.
• Fully onsite, five days per week in Queens, NY.