As a Administrative Assistant at our New York based company, you will be the backbone of our project coordination and procurement operations. This role involves managing client intake, maintaining detailed job files, and providing essential support in order processing and client communications.
Key Responsibilities:
Client and Job Coordination: Manage all aspects of client intake, collecting and organizing project information such as statements of work, plans, and requirements. Maintain and update client folders on Monday.com and Google Drive.
Document Management: Catalogue all job-specific information, ensuring files are up-to-date and reflect current job status and changes.
Communication: Serve as the initial point of contact for new leads, gathering basic scope of work details. Monitor communications via WhatsApp and email, ensuring timely and appropriate responses.
Procurement and Logistics: Learn and apply ordering procedures, coordinate with vendors for material estimates, and manage purchase orders. Address client and site queries regarding deliveries.
Change Order Management: Take full ownership of the change order process, ensuring all modifications are documented and communicated effectively.
Leadership Support: Participate in leadership meetings, take notes, and manage follow-up actions. Assist in training and providing guidance as needed.
Qualifications and Skills:
Experience: Prior experience in administration or procurement preferred, with a knack for detailed documentation and process management.
Technical Skills: Proficiency with Monday.com, Google Drive, and experience in managing digital document systems. Familiarity with QBOL and other procurement platforms is a plus.
Communication: Excellent written and verbal communication skills. Must be able to handle client and internal communications efficiently.
Organizational Skills: Highly organized with the ability to manage multiple tasks and maintain attention to detail in a fast-paced environment.
Problem-Solving: Strong problem-solving skills with the ability to manage change orders and adapt to evolving project requirements.
Additional Information: This position requires a dedicated professional who is ready to handle responsibilities independently and collaborate effectively with various teams. Your role will be pivotal in ensuring that our project delivery meets the high standards our clients expect.
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