Administrative Assistant - New York City

ID
2017-2726
US-NY-New York
Type
Regular Full-Time
Category/Department
Administration

Overview

 

Provides administrative support on a daily basis.

 

 

If you are an innovative collaborator and proven performer who enjoys working on teams that deliver superior results, you may qualify for a rewarding career at Suffolk, a construction management firm that is sparking an industry revolution and has consistently been named a “best place to work”!     

Responsibilities

  • Perform a variety of administrative duties, such as typing reports and memos, maintaining computer database, files and performing advanced administrative tasks
  • Perform duties of a highly confidential nature
  • Participate in project and/or team meetings as needed
  • Interact with Human Resources and process Service Request Forms, maintain new employee documentation, pictures on the Intranet and security badges, and set-up offices for new/transferred employees
  • Maintain Office Space Plan as needed and communicate updates to Mail Services
  • Process Security Badges as requested and maintain log
  • Interact with Building Superintendent
  • Reception duties for Office
  • Monitor and assign parking lot spaces
  • Responsible for ordering and approving office supplies, as well as maintaining stock of letterhead, envelopes, labels, stationary, mints, and promotional items
  • Setup and train new users on WB Mason account
  • Schedule travel arrangements
  • Maintain calendar; coordinate appointments, interviews, events and meetings
  • Compose correspondence, reports, forms, and other documents independently
  • Communicate effectively with others individually as well as in small and large groups
  • Organize and plan work to meet deadlines
  • Establish and maintain working relationships with Executives, Department Heads and Project Management, staff in other departments, and subcontractors & clients
  • Identify problems and implement or recommend solutions
  • Organize, prioritize, and coordinate assignments
  • Cross-train for Departmental coverage
  • Perform other duties as assigned

Qualifications

  • Bachelor’s degree and 4 years related experience or 6 to 10 years related experience
  • Knowledge of principles and practices of business and managing personnel
  • Basic research methods and techniques
  • Computer applications used in general office settings, including word processing, spreadsheet, database management, email and internet search engines
  • Basic Math and standard English grammar and usage
  • Construction experience helpful, but not necessary and/or required departmental experience necessary

Necessary Attributes:

  • Candidate must possess Suffolk’s Core Values: Passion, Integrity, Hard Work and Professionalism
  • Must be able to work independently with minimum supervision, use independent judgment and leadership techniques
  • Ability to work in a fast-paced environment and prioritize effectively
  • Must be tactful and use discretion
  • Flexible, detail-oriented
  • Able to work effectively as part of a team and productively maintain confidentiality of information

Working Conditions

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

EEO Statement

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law.  This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment.  Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk

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