Overview
Administrative Specialist II – Onsite, Champlain, NY Jobs in Champlain, NY at Universal Strategic Advisors
Summary/Objective
The Administrative Assistant is responsible for assisting in the day-to-day operations of the subcontractor department, ensuring efficient coordination, communication, and organization of tasks
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Provide general administrative and clerical support to the National Account Manager and subcontractors.
Answer phones, take messages, and respond to routine and non-routine inquiries.
Source and identify potential subcontractors.
Prepare requests for bids to potential subcontractors, receive bids, and prepare price analysis.
Monitor the day-to-day processing of work orders for subcontractors.
Accept and update work orders, and submit proposals as requested.
Research and address unsatisfactory or delayed work orders and tasks.
Enter new tasks and update information on current tasks.
Follow up with subcontractors to confirm work completion.
Manage the initial Certificates of Insurance (COI) requests from new subcontractors.
Assist in preparing subcontractor agreements.
Work independently and collaboratively within the operations team on special nonrecurring and ongoing projects.
Process completed tasks for billing, ensuring line items are entered appropriately.
Review the monthly quality control reports and photos, addressing any issues or concerns as necessary.
Assist the National Account Manager with daily functions and other administrative needs.
Occasionally assist with sorting mail, scanning, faxing, and copying.
Establish, develop, maintain, and update the filing system for the assigned area, retrieving information from files when needed.
Supervisory Responsibility
This position has no supervisory responsibility.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, multi-line telephone system, photocopiers, filing cabinets and fax machines.
Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 7:30 a.m. to 4:30 p.m.
Travel
No travel is expected for this position.
Required Education and Experience
High school diploma or equivalent; Bachelor’s degree preferred.
3+ years of customer service or administrative experience.
Additional Eligibility Qualifications
Professional demeanor and appearance
Strong verbal and written communication skills
Strong time management and organizational skills
Proficiency in MS Word, MS Excel and MS Outlook
Ability to work in a high-volume team environment
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Title: Administrative Specialist II – Onsite, Champlain, NY
Company: Universal Strategic Advisors
Location: Champlain, NY
