Administrative Assistant - Facility Solutions Group, Inc.

Join our team as an Administrative Assistant, where your organizational skills and attention to detail will be instrumental in supporting the smooth functioning of our office. As an Administrative Assistant, you will play a crucial role in managing day-to-day administrative tasks, facilitating effective communication, and contributing to the overall efficiency of our workplace. This position is an excellent opportunity for an organized and proactive individual who thrives in a dynamic and collaborative environment.

• Support the implementation of quality assurance processes and ensure compliance with applicable codes, regulations, and industry standards.
• Maintain a well-organized and tidy office environment, including ordering and managing supplies.
• Coordinate office logistics and ensure equipment is in working order.
• Serve as the first point of contact for visitors, clients, and employees.
• Client management: Answering phones, directing calls, and sending emails on behalf of employees and managers.
• Daily input and audit of construction payroll
• Issue Purchase orders, receiving invoices, closing - processing invoices for accounts payable-accounts receivable.
• Process accounts payable, review vendor statements and manage vendor relationships
• Audit material, sales, labor and construction project financials via reporting tools
• Create and audit customer invoices and AIA payment requisitions
• General Reports: Open purchase orders reports - billing reports etc.
• Manage and coordinate schedules, appointments, and meetings for team members.
• Arrange travel plans and accommodations as needed.
• Create, format, and edit documents, presentations, and reports.
• Assist with the preparation and distribution of internal and external communications.
• Perform accurate data entry into various systems and databases.
• Maintain organized and up-to-date records, files, and documentation.
• Provide general administrative support to team members and managers.
• Assist in special projects and tasks as assigned.
• Ensure accuracy and compliance with company policies.
• Assist in planning and executing company events.
• Clerical duties: Typing, photocopying, printing, scanning, and assisting in processing work orders.
• On site in mid-town office, 5 minute walk from Penn Station and Port Authority Terminal
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• BA/BS with relevant studies or 1+ yr experience in a supportive construction role
• 50+ WPM, PC & Microsoft office skills a must, demonstrable skills in Excel
• Strong verbal and written communication skills
• Basic math a must
• Motivated team player, proactive, detailed, and positive
• MUST be able to pass a drug and background screening
• Commute to Mid-town Manhattan

Preferred Qualifications

• BA/BS in relevant studies with construction certifications
• 1+ yr experience in NYC construction
• Procore, Primavera, Textura and Gsuite experience
• Notary public
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As an EEO/Affirmative Action Employer all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.