Reception / Administrative & Operations Support

Tectonic Engineering Consultants, Geologists & Land Surveyors, D.P.C.; Mountainville (NY); On-site; USD 25,000 - 29,000; Full time

Benefits offered by this job

Tuition reimbursement

Paid time off

401(k) with company match

Holidays

Health insurance

Dental insurance

Vision insurance

Life insurance

FSAs

Commuter benefits

EAP

Job summary

Tectonic Engineering Consultants, Geologists & Land Surveyors, D.P.C. in Mountainville, NY is seeking a full-time Administrative Assistant to support multiple departments at our Corporate Office.

The ideal candidate is organized, detail-oriented, and delivers outstanding administrative support in a fast-paced team environment. Proficiency with Microsoft Office (Outlook, Word, Excel, Teams), strong interpersonal and written communication, and the ability to multitask are essential.

Qualifications

• 2+ years of related administrative experience in a professional office environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Excellent interpersonal, verbal, and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong organizational skills with attention to detail and accuracy.

Responsibilities

• Provide general administrative support to multiple departments, including data entry, filing, and document preparation.
• Act as a shared resource across departments and assist with special projects and administrative requests.
• Answer and route calls using Microsoft Teams; greet visitors professionally.
• Maintain conference room calendars and scheduling using Outlook.
• Track attendance and assist with visitor screening and office access procedures.
• Prepare mailings and handle outgoing/incoming packages daily.
• Assist with vehicle programs, recordkeeping, scheduling, and coordination.
• Assist with union-related administrative processes, including stamp inventory and mailings.
• Run errands to support Corporate operations and ensure timely tasks completion.
• Maintain a clean and professional reception area.
• Perform other administrative duties as needed.

Skills

Microsoft Office Suite

Outlook

Word

Excel

Teams

Interpersonal skills

Organizational skills

Multitasking

Communication

Education

High School Diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Job description

Tectonic is actively seeking a full-time Administrative Assistant to support various departments within our Corporate Office located in Mountainville, NY. This position is ideal for an organized, detail-oriented professional with exceptional interpersonal skills, the ability to effectively manage multiple priorities simultaneously, and a commitment to providing outstanding administrative support in a fast-paced, team-oriented environment.

Essential Functions

• Provide general administrative support to the Executive Administrator and other departments, including data entry, scanning, copying, filing, document preparation, and other clerical duties.
• Serve as a shared resource across departments and assist with special projects, administrative requests, and operational needs as assigned.
• Answer and route incoming calls using the Microsoft Teams phone system and greet visitors in a professional and courteous manner.
• Maintain conference room calendars and scheduling using Microsoft Outlook.
• Track daily attendance and assist with visitor screening and office access procedures.
• Prepare outgoing mailings and shipments and receive, sort, and distribute incoming packages and correspondence throughout the day.
• Perform daily trips to the post office (approximately one mile from the office) to process, pick up, and distribute Corporate mail.
• Assist with administration of company vehicle programs, including recordkeeping, documentation, scheduling, and coordination activities.
• Assist with union-related administrative processes, including stamp inventory tracking, mailings, recordkeeping, and related support functions.
• Run business-related errands as needed to support Corporate operations and ensure timely completion of administrative tasks.
• Maintain a clean, organized, and professional reception and lobby area.
• Perform other administrative and operational duties as needed to support the efficient functioning of the Corporate Office and various business units.

Qualifications

• 2+ years of related administrative or other applicable experience, preferably in a professional office environment, and a High School Diploma or equivalent.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Excellent interpersonal, customer service, verbal, and written communication skills, with the ability to interact professionally with employees, clients, vendors, and visitors.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Demonstrated ability to prioritize competing responsibilities, manage frequent interruptions, and successfully multitask in a fast-paced environment.
• Self-motivated, dependable, and willing to assist wherever needed to support business operations and departmental objectives.
• Must possess a valid driver's license, clean driving record, reliable personal vehicle, and ability to travel locally to perform business-related errands.

Physical Requirements

In order to perform the essential functions of this position, the candidate must be able to constantly assume a stationary position, and must handle and/or feel documents, materials, and/or equipment to perform necessary tasks, sometimes repetitively. The candidate must be able to occasionally maneuver within the office to access file cabinets, office machinery, etc., and may exert up to 15 lbs. of force occasionally. Constantly, they must be able to receive and convey detailed or important information with others via the Corporate e-mail system, telephone system, and in person. The physical demands described above are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competitive Salary & Benefits Package

Tectonic offers competitive salaries along with a comprehensive benefits package that includes:

• Opportunities for mentoring, professional development, and career advancement
• Tuition reimbursement to advance education
• Paid time off, including vacation, sick leave, and personal days
• Company-observed paid holidays
• 401(k) retirement plan with company matching contributions and discretionary profit-sharing
• Multiple medical plan options, including EPO, POS, and HDHP plans, offering flexibility to meet different healthcare needs
• Health Savings Account (HSA) available with the HDHP option
• Dental, vision, and life insurance
• Flexible Spending Accounts (FSAs) for medical expenses and dependent care
• Commuter benefits for public transportation costs
• Short- and long-term disability coverage
• Employee Assistance Program (EAP)

PAY RANGE

Tectonic’s goal is to compensate employees fairly and equitable across all positions Companywide. Our advertised pay ranges are representative of our good faith effort to provide a reasonable anticipated salary range. The offered pay may be outside of the provided salary range based upon the selected candidate’s work location, experience, education, certifications, and capabilities compared to the advertised position.

Pay Range: $18.00 - $21.00 / hour

We are an equal opportunity/affirmative action employer, and highly encourage resumes from all interested parties including women, minorities, veterans and persons with disabilities. All qualified applicants will be afforded equal employment opportunities without discrimination on the basis of race, creed, color, national origin, sex, age, disability, marital status, or any other protected class. Tectonic participates in the USCIS E-Verify Program to verify that all new hires are authorized to work in the United States.