Proposal Coordinator/Administrative Assistant

Confidential; New York (NY); Sur place; USD 42 000 - 54 000; Plein temps

Résumé du poste

Confidential in New York City seeks a Marketing & Administrative Assistant to keep the office running smoothly while supporting marketing efforts. This role requires strong organizational skills, proactive communication, and reliability in a fast-paced environment.

You will manage social & web updates, assist with project photography coordination, and help with front desk coverage and office tasks. A motivated self-starter who communicates well will thrive here.

Qualifications

• 1–3 years of experience in administrative, coordinator, or office support roles.
• Proficiency in Microsoft Office Suite; comfort with LinkedIn and basic web content updates.
• Strong written and verbal communication skills; excellent organizational skills.

Responsabilités

• Maintain and update the LinkedIn with new projects, articles, and announcements.
• Update the company website with project photos, completed work, and content.
• Create and update project sheets and experience pages with new photos and details.
• Assist in tracking and obtaining project photography for completed work.
• Create advertisements tied to company sponsorships and donations.
• Design and distribute the annual Holiday Card.
• Assist in planning and executing company events.
• Serve as backup support for the Marketing Coordinator as needed.
• Maintain a comprehensive contact log for clients, architects, owners’ reps, engineers, and building management.
• Coordinate Zoom meetings for internal and external communications as needed.
• Place weekly office supply and grocery orders.
• Provide daily front desk lunch coverage for the receptionist and additional coverage as needed.

Connaissances

Strong communication

Organizational skills

Self-directed

Adaptability

Formation

1–3 years admin/office support

Outils

Microsoft Office Suite

LinkedIn updates

Adobe Photoshop

Adobe Illustrator

Description du poste

We are a NYC-based general contractor specializing in commercial interior construction. We're a close-knit team that moves fast and takes quality seriously. We're looking for a Marketing & Administrative Assistant who is organized, proactive, and reliable — someone who can manage a varied set of responsibilities, keep things running smoothly, and communicate well across a team with a range of styles.

This is primarily an administrative role. The marketing component is focused on maintaining our company presence — updating our LinkedIn, website, and project materials — and providing backup support to our Marketing Coordinator as needed. Day to day, this person is the connective tissue of the office: keeping supplies stocked, supporting the front desk, maintaining contact logs, and making sure the small but important things don't fall through the cracks. If you're someone who gets things done without being asked twice and doesn't need everything spelled out for you, this is a good fit.

What You’ll Do

Marketing & Communications Support

• Maintain and update the company LinkedIn with new projects, articles, and announcements
• Update the company website with project photos, completed work, and relevant content
• Create and update project sheets and experience pages with new photos and details
• Assist in tracking and obtaining project photography for completed work
• Create advertisements tied to company sponsorships and donations
• Design and distribute the annual Holiday Card
• Assist in planning and executing company events
• Serve as backup support for the Marketing Coordinator as needed

Client & Project Support

• Maintain a comprehensive contact log for clients, architects, owner's reps, engineers, and building management
• Coordinate Zoom meetings for internal and external communications as needed

Administrative & Office Support

• Place weekly office supply and grocery orders (Staples, Instacart/Costco)
• Provide daily front desk lunch coverage for the receptionist Monday through Friday, and additional coverage during other periods of absence
• Support the team with additional tasks and duties as they come up

What We’re Looking For

Skills & Experience

• 1–3 years of experience in an administrative, coordinator, or office support role
• Proficiency in Microsoft Office Suite; comfort with LinkedIn and basic web content updates
• Strong written and verbal communication skills
• Excellent organizational skills and the ability to manage multiple tasks without dropping the ball
• Familiarity with design tools such as Adobe Photoshop & Illustrator is a plus, but not required

Who You Are

• Self-directed — you take ownership of your work and follow through without being reminded
• Adaptable — you can shift between different types of tasks throughout the day without losing momentum
• Professional and poised — you interact with a variety of people including leadership, clients, and vendors, and you know how to read a room
• Resilient — you work well in a busy office environment where priorities can shift and not everything is perfectly defined
• Detail-oriented — you notice what's missing and you care about getting things right
• Reliable — your team knows they can count on you to show up, follow through, and communicate proactively