Project Administrative Assistant/Expeditor

Heritage Mechanical Services, Inc.; Village of Farmingdale (NY); On-site; USD 70,000 - 75,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Health Savings Account

401(k) Savings Plan

Employee Assistance Program

Life Insurance

Disability Insurance

Job summary

Heritage Mechanical Services, Inc. in Farmingdale, NY is seeking a Project Administrative Assistant to support project management and operations by processing paperwork and submittals in a timely, cost-effective manner.

The role includes answering calls and performing general admin duties, with focus on document control and filing. The ideal candidate has strong Microsoft Office skills, 2+ years of admin experience, and familiarity with construction software such as eSub/AutoDesk.

Qualifications

• High School Diploma or GED.
• 2+ years administrative experience. Construction Project Assistant experience a plus.
• Must be able to download files from various FTP sites.
• Proficiency using Microsoft Office Programs (Word, Excel, Outlook).
• Experience using Blue Beam Revu a plus.
• Construction Software (eSub and AutoDesk) a plus.

Responsibilities

• Documents, organizes, records, and distributes project documentation (i.e. correspondence, RFIs, Submittals, Releases and Packing slips).
• Organizes and maintains electronic and hard copy files.
• Distribute submittals after project manager reviews and approves.
• Expedite and tracking of material and equipment for all projects.
• DOB filing / FDNY permits as required.
• Routine administrative support for project team.

Skills

Administrative experience

Construction Project Assistant

FTP file downloads

Microsoft Office proficiency

Blue Beam Revu

eSub/AutoDesk knowledge

Education

High School Diploma or GED

Tools

Microsoft Office (Word, Excel, Outlook)

BlueBeam Revu

AutoDesk

eSub

Job description

About Us

We are the premier choice for new construction or building renovations, plant overhauls, equipment refurbishment, machine replacement, or emergency repairs.

Job Summary

Heritage Mechanical is seeking a Project Administrative Assistant responsible for efficient and accurate control and data management of project documents. The Project Management Assistant will assist project management and the operation team with processing of all required paperwork and submittals in a timely and cost effective manner. This position will be responsible for answering incoming calls and provide general administrative duties as required.

Essential Duties & Responsibilities

Include the following. Other duties will likely be assigned.

• Documents, organizes, records, and distributes project documentation (i.e. correspondence, RFI's, Submittals, Releases and Packing slips).
• Organizes and maintains electronic and hard copy files.
• Distribute submittals after project manager reviews and approves.
• Expedite and tracking of material and equipment for all projects.
• DOB filing / FDNY permits as required.
• Routine administrative support for project team.
• Maintains a regular work schedule and understands the importance of reliable attendance.
• Other relevant duties may be assigned as required.

Qualifications

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Requirements/Preferred Skills and Experience

• High School Diploma or GED
• 2+ years administrative experience. Construction Project Assistant experience a plus.
• Must be able to download files from various FTP sites.
• Proficiency using Microsoft Office Programs (Word, Excel, Outllook)
• Experience using Blue Beam Revu a plus
• Construction Software (eSub and AutoDesk) a plus.

Language Skills

Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees

#heritage

#LI-JP1

Physical Demands

The physical demands described are representative (but not all inclusive) of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical demands are those associated with working in a typical office environment.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee will regularly work in typical office environment conditions. The noise level is typical of an office setting, mild to moderate. The employee will also periodically work at construction field sites when visiting field locations.

Benefits

We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affimitive Action Policy.

Geographic Disclosure

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Compensation Range: $70,000-$75,000/year