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Administrative Assistant – Construction/Modernization Department
Details
Currently in search of the right individual to join our rapidly expanding team. The right candidate will be given the opportunity to work in the fast-paced Elevator Installation and Modernization Department completing tasks individually as well as in a team environment. All-Ways Elevator, Inc. services all of Long Island, the 5 boroughs and parts of Northern New Jersey specializing in both residential and commercial applications. The qualified candidate will be responsible for assisting in all aspects of project management.
Responsibilities
- Answer and direct phone calls
- Organize and schedule appointments
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Maintain a filing system
- Interact with suppliers, and clients
- Maintain contact lists
- Provide general support to employees, managers and visitors
- Point of contact for clients
- Receive and organize vendor quotes
- Prepare and track transmittals for submittals of drawings and material selection for approval. Client follow up for approvals
- Coordinate all facets of monitoring projects including but not limited to scheduling, drawing and material submittals, project monitoring
- Create, process and track purchase orders. Maintain records of orders and follows up with vendors on shipment and delivery
- Maintain individual field employees calendars for daily work assignments for multiple teams and log work performed by field teams on daily basis
- Maintain and update Excel spreadsheet tracking field employees hours per job
- Process time sheets for field employees
- Close out packages to clients
- Apply for Permits – Nassau County / Suffolk County / New Jersey
- Other tasks as assigned
Requirements
- Proven experience as an administrative assistant
- Previous employment in the construction industry is a plus
- Knowledge of office management systems and procedures
- Working knowledge of office equipment – printers, fax machines, etc.
- Proficiency in MS Office (Excel, Outlook, etc.)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- High School diploma
* Resume and work experience references must be submitted in order to be considered for this position
* Benefits Package including Health Insurance Benefits, 401K, Paid Time off (Holiday, Vacation, Sick)
* Compensation based on experience
Apply online at: www.allwayselevatorinc.com/careers
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