Overview
Administrative Assistant, Conference Allocations and Roadshows Jobs in New York, NY at First Global Management Services, Inc.
Small civil engineering and land surveying firm is looking for a motivated, honest and accountable Project Coordinator/Administrative Assistant with a great attitude and work ethic to be a part of our team. We are seeking an individual who is detail oriented, asks questions and has initiative. We need to add another long-term member to our staff which would help us grow and build our existing team.
In addition, if you are a Project Coordinator/Administrative Assistant that does not have experience in the Civil/Land surveying related field, but has experience in the Construction or Legal fields and has the desire to learn and train, please consider this as an opportunity.
Job Responsibilities
This position will provide support to company personnel in various departments and will play a key role in the efficiency of the company’s operations. Said individual will work on many projects from beginning to completion and be responsible for ensuring that the communication and follow-through on each project is exceptional. Must work with a sense of urgency and wear many hats. This position will also require some driving to and from the office to various destinations.
Other responsibilities include, but are not limited to, the following:
Communicate effectively
Stay organized and work well under pressure
Prepare and process client proposals, contracts, and scope change/contract modification documents.
Act as a point of contact with clients, contractors and public agencies
Establish contacts, develop relationships and maintain communication
Effectively manage and organize time and projects, based on priority and demand with continuous follow-up
Follow-through with correspondence and overall detailed management of construction projects
Ensure deadlines are met
Management of submittals
Submit/obtain permit applications
Maintain required project documentation (electronic and hard copy filing system)
Develop and maintain spreadsheets
Maintain and update company database
Monitor and track project progress, schedule, and budget
Retrieve documents from filing system
Assisting Technicians with paperwork,
Prepare and modify documents including correspondence, reports, drafts, memos and emails
Edit and distribute correspondence
Prepare and submit business expenses in an accurate and timely manner.
Provide general administrative support to others as required and perform special projects as requested.
Prepare and edit correspondence, communications,
Actively maintain calendar and manage appointments
Be the point person for conference room calendars to ensure best use of space and flexibility to allow meetings. Resolve any schedule conflicts.
Schedule and coordinate appointments, meetings, and travel arrangements
Maintain active, daily communication with Project Managers in order to provide support both while they are in and out of the office.
Provide timely project status updates to the Project Managers submitting for resolution of those problems and issues that cannot be resolved at lower levels
Coordinate and schedule in house meetings
Coordinate meetings with staff and clients
Keep all team members up to date with current information
Assist with creating and updating project schedules
Facilitate coordination of work between team members
Coordinate with the Design Team throughout all phases of projects.
Keep track of Design Team project schedule.
Follow up with consultants/engineers/public agencies
Schedule tasks required for project completion, with both in-house and outside resources.
Look ahead to identify potential production bottlenecks, and schedule resources accordingly
Facilitate project completion by ensuring entities are provided with required resources
Deliver or ship completed projects to clients
Coordinate maintenance of office equipment
Coordinate and maintain records for staff, telephones, parking and petty cash
Assist with multiple tasks, such as answering phones
Provide back up support to the receptionist as necessary
Additional duties as assigned
Job Requirements
High School Diploma with minimum of 2 years of working experience in project coordination
Degree in business administration, engineering management or a related field is a plus but not required
Must be authorized to work in the United States
Strong computer skills (Microsoft Office and/or WordPerfect Office, Internet Research) and able to quickly learn new programs.
Good typing skills
Professional skills in writing and use of proper grammar
Outstanding Documentation skills
Strong digital and paper filing skills
Excellent project management skills
Must be able to take and follow directions from others
Able to work well with others (as a team member) and alone
Able to maintain positive attitude in challenging situations
Willing to learn
Able to adapt to change and learn quickly
Effective analytical, time management, multi-tasking and organizational skills
Must be able to work on multiple projects simultaneously
Capable to prioritize workload in order to meet deadlines while maintaining extreme attention to detail
Must be assertive and take the initiative to identify red flags, present solutions and implement them promptly
Must maintain a professional appearance and conduct themselves in a professional manner
Solid data entry skills (thorough and accurate)
Outstanding and clear verbal and written communication skills (including in person, telephone and email)
Must speak, read, and write English fluently
Must be trustworthy, discreet, ethical, and use good judgement
Must possess a high level of integrity within and outside the company
Must be punctual, responsible, dependable, and energetic
Must have knowledge of operation of standard office equipment (including copiers, fax machines, scanners, and printers)
Basic understanding of engineering, surveying and community development concepts preferred
Must have reliable transportation
Must be able to perform other duties as assigned
Valid CA Driver’s License with insurable DMV record (required to maintain a clean driving record)
Please provide resume and cover letter for consideration.
Job Type: Full-time
Pay: $20.00 – $30.00 per hour
Benefits:
401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Education:
High school or equivalent (Required)
Experience:
Project coordination: 2 years (Required)
License/Certification:
Driver’s License (Required)
Work Location: In person
Title: Administrative Assistant, Conference Allocations and Roadshows
Company: First Global Management Services, Inc.
Location: New York, NY
