Administrative Assistant / office / Personal Assistant
Location:
COUNTRY CLUB, BRONX, NY
Reports To:
Principal
Position Type:
Part-time with potential to evolve into full time
Looking for:
Pleasant and positive individual to handle the day-to-day administrative duties of a growing local contracting company. The position is part-time (8-24 hours per week). Most tasks will be business related while some tasks may be personal in nature. We are looking for someone that is professional, eager, able to multi-task, takes initiative, is a self-starter, does not need to be micro-managed and can easily switch from one task to another, is able to handle some tedious tasks, have a lot of energy needed to handle all aspects of an office, while also willing to run errands if need be.
Job Description:
The Administrative / Office / Personal Assistant will handle all office related duties and responsibilities as listed below, act as a liaison between the clients and the Principal, when necessary, assist in the daily tasks of maintaining multiple projects from the start to completion.
Responsibilities (include but are not limited to):
• Research trade websites for upcoming projects, designate and compile informational folder for review.
• Handle all aspects of Invoicing, Bookkeeping, Accounts Payable, and Accounts Receivable, filing.
• Read, research, route, and reply to correspondence; draft letters, documents, bids, and estimates in a business format.
• Handle and process contracts and permits when necessary.
• Maintain accuracy while performing all duties, including but not limited to: Filing, organizing, and maintaining filing system,
managing and tracking multiple tasks and assignments, keeping track of changing priorities.
• Prepare, mail, and follow up on customer invoices.
• Make inquiry communications to clients for receivables, as needed.
• Scheduling and monitor appointments, bid meetings, estimates, and any and all meetings.
• Answer incoming calls in a courteous and professional manner. Take complete and detailed messages and deliver them promptly.
• Establish, maintain and update files, databases, and all other office records.
• Work within the team to ensure a smooth day-to-day operation.
• Input / process owner and subcontractor change orders and draft requisitions as necessary.
• Maintain all daily logs for tracking purposes.
• Prepare and submit cost proposals.
• Track insurance certificates and bonds for this business as well as for all subcontractors.
• Process incoming and outgoing mail.
• Type various memos, correspondence, reports, and other documents.
• Purchase office supplies.
• Maintain a tidy, neat, organized, clean and professional office.
• Dropping off bids when necessary.
• Handle personal tasks such as – but not limited to: administration and management of personal documents, running
errands, grocery shopping, post office runs, etc., as necessary.
Skills / Abilities / Requirements:
• Minimum of 3 years of experience as an administrator. (In construction is a benefit)
• Understanding of project construction management. This includes bidding, permitting, contracts, change orders, plans,
maintenance, etc.
• Proactive in your approach to your work; ability to prioritize and handle multiple tasks in a timely manner.
• Ability to work well under time constraints and frequent deadlines. Excellent time management and organizational skills. An
appreciation for every little detail and exceptional organizational skills.
• Ability to work on your own with minimal direction, when needed.
• Attention to detail is a MUST.
• Attention to accuracy when working with numbers.
• Have a team-effort mentality -- you are an important part of the Pan-American team and its success.
• Strong ability to gather and analyze basic information.
• Positive attitude with strong customer service / social skills.
• Valid driver's license.
• Ability to lift at least 30 lbs.
• Typing 30 WPM
• Excellent and outstanding communication skills -- verbal and written.
• Excellent follow-up and follow-through skills.
• QuickBooks experience is preferred.
• Excellent computer skills: Excel, MS Office, and PC.
• Excellent office equipment skills: copier, scanner, fax, etc.
• The ability to maintain confidentiality and professionalism in all things.
• An entrepreneurial spirit and a "get things done" mentality as if you are running your own business.
• Infinite optimist.
Solo empresas. Si eres un intermediario, por favor, no contactes al anunciante.