Administrative Assistant Building Envelope Division

Administrative Assistant Building Envelope Division

The Administrative Assistant will provide administrative and project support to the Building Envelope Division in our New York City office. This position will report directly to the Principal of New Construction and Existing Buildings and will assist with managing technical projects, budget tracking and spreadsheets, project files, and day-to-day administrative needs.

The ideal candidate is highly organized, detail-oriented, self-motivated, and able to manage multiple priorities in a fast-paced environment. This individual will serve as an important point of contact for project teams and staff, providing administrative support across ongoing, long-term projects while ensuring timely and accurate completion of assigned tasks.

Responsibilities

• Assist Project Managers with bid documents and specifications, including general updates, document formatting, file management, footer and owner information updates, and other revisions as needed.
• Maintain Special Inspection Agency accreditation materials and documentation.
• Maintain equipment logs for Special Inspection Agency field equipment.
• Prepare procurement requests for new or replacement equipment.
• Maintain accurate inventory levels for Special Inspection Agency field equipment and safety materials.
• Establish and coordinate Scaffold and OSHA training sessions for new hires and renewals.
• Manage professional licenses and accreditations, including continuing education and renewal requirements.
• Assist with TR-1 filings and other formal document execution.
• Prepare and maintain Contractor Bid Leveling Sheets.
• Assist Project Managers with editing reports, meeting minutes, and other project documentation.
• Manage submittal and shop drawing logs, including tracking and distribution.
• Track Continuing Education (CE) hours for licensed professionals.
• Prepare transmittals for submittal and document distribution.
• Coordinate with Code Advisory teams regarding DOB/LPC documentation, signatures, and filing requirements.
• Print and distribute project documents for staff and Principals as requested.
• Coordinate with external vendors for document scanning, printing, and shipping.
• Update the status of current projects in the Restoration Database and maintain accurate project records.
• Process FISP reports and maintain tracking logs for filing cycles.
• Process parapet reports and maintain related tracking logs.
• Maintain the technical library, templates, and other department resources.
• Assist with coordinating agendas and logistics for team meetings and prepare meeting minutes.
• Track recurring team meetings, including reminders, scheduling, and lunch orders.
• Submit timesheets and prepare weekly expense reports for Principals.
• Assist with Lunch & Learn outreach, coordination, scheduling, and attendance tracking.
• Coordinate with the appropriate teams regarding DOB and other local agency requirements, documentation, and filing needs.
• Perform other administrative and project-related duties as assigned.

Qualifications

• 35 years of experience in an administrative or project support role; experience within the Engineering, Architecture, Construction, or Consulting industry is preferred but not required.
• Bachelor's degree preferred.
• Strong organizational and time-management skills with exceptional attention to detail.
• Ability to build and maintain effective working relationships with staff at all levels.
• Highly collaborative and team-oriented, with the ability to work independently when needed.
• Strong written and verbal communication skills, including professional telephone etiquette.
• Demonstrated ability to prioritize and manage multiple projects and deadlines in a fast-paced environment.
• Excellent proofreading and document review skills with a high level of accuracy.
• Creative problem-solving skills and a proactive approach to administrative support.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and PowerPoint.
• Ability to handle confidential and sensitive information with discretion.
• Strong follow-through and ability to take ownership of assigned responsibilities.
• Ability to learn and navigate project management, document management, and other internal systems.
• Perform all other duties as assigned by management.

Schedule: Half days, Monday-Friday Hours: 2024 hours per week, indefinitely Employment Type: Temporary; Temp-to-Perm is also an option if needed Pay Rate: $24-$26/hour

All your information will be kept confidential according to EEO guidelines. SOCOTEC is an Equal Opportunity Employer.