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New York City

    Administrative Support Assistant - New York, United States - Custom Staffing

    Custom Staffing
    Custom Staffing New York, United States

    3 weeks ago

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    Description

    Job Description

    Job Description

    Our client, a real estate investment firm is seeking an Administrative Assistant to join their team.

    • This is a temp-to-hire position.
    • The work schedule is Monday – Friday, 9am – 6pm.
    • The position is fully onsite.
    • The pay rate is $ $32.00 per hour depending on experience.
    • The perm salary range is $60,000 - $70,000 annually with a generous benefit package.

    The Support Specialist (Administrative Assistant) will provide administrative support to the construction department.

    Construction

    • Assist Construction Managers with assembling Master Service Agreement contracts and associated Purchase Orders and Work Authorizations; oversee distribution, track signature status and maintain database of executed contracts.
    • Assist with compilation, distribution, receipt and leveling of project requests for proposal (RFP's).
    • Coordinate with external expediters and construction team to manage building permits and governmental regulatory filings. Includes tracking signatures, processing payments and managing permit status.
    • Assist Construction Managers in the management of cost control systems including tracking and coding of project expenses, processing all construction related invoices and tenant allowance reimbursements in electronic payment system (Nexus). Coordinate with accounting department on payment status and provide updates to vendors, consultants and contractors as required.
    • Prepare presentation materials for internal and external customers; proposals for tenants and public submission materials for hearings and other federal, state, and local agency reviews. Coordinate preparation of Construction Department materials for periodic department meetings and Regional update meetings.
    • Update and maintain database of construction project information, department address book, construction portal and templates and verify compliance of COIs/input into database.
    • Organize and maintain all project files and drawings, both paper and electronic. Partner with Property Management to maintain Plan Rooms throughout the region.
    • Engage in frequent verbal communications with executive level business partners and tenants.

    Administrative

    • Compose, edit, and type letters, memorandums, and transmittals.
    • Compile, organize, and accurately finalize documents for signature or other distribution.
    • Maintain Department filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures, as outlined in the Records Management Policy.
    • Screen, handle, forward and place telephone calls for team members. Compose accurate and detailed messages.
    • Schedule appointments and maintain calendars.
    • Schedule conference rooms and arrange catering and all details for meetings; Update Angus with guests/visitors for all meetings.
    • Arrange team travel including air, hotel, car rental and meeting attendance, as required.
    • Organize and submit expense reports; input and approve eTime for self/team as requested.
    • Manage invoices, billing, expenses, credit card statements and employee reimbursements for department team.
    • Sort, open, deliver or process incoming and outgoing mail, packages, and internal correspondence.
    • Arrange for courier or overnight services.
    • Operate office equipment such copiers/scanners, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
    • Submit requests/order supplies as needed.
    • Provide backup coverage to reception as part of the administrative team.
    • Assist with special projects; planning and coordinating volunteer, fundraising and team events or other duties as assigned.

    Requirements and Qualifications:

    • High school diploma or equivalent educational certificate required; a BA/BS Degree preferred.
    • Minimum of 5 years of progressively responsible administrative support experience and special projects experience required.
    • Related business/industry experience desirable.
    • Proficiency with Microsoft Office Applications.
    • Knowledge of additional software including Angus, CAD, or AutoCAD desirable.
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