Administrative Assistant

Administrative Assistant

The Program Management/Construction Management Group of APTIM is seeking an Administrative Assistant to join an existing project team that is managing a major construction management program in Brooklyn for a governmental agency client. The Administrative Assistant will provide entry level administrative support by data entry into computer data-base systems, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, maintaining, and filing of project records, arranging conference calls, and scheduling meetings. The ideal candidate would be able to work under tight deadlines on multiple assignments, as well as be able to collaborate and work efficiently with other team members. We interface with our client daily; therefore, we need someone who is professional, courteous, and be able to work within a dynamic office atmosphere. The Administrative Assistant roles and responsibilities would continue to expand based on the project and Client's needs.

Key Responsibilities/Accountabilities:

• The Administrative Assistant position with our team will be responsible for various administrative duties supporting a project at the Client's site where we work directly. Those tasks include: all clerical needs, data-base entry, invoice preparation, and support.
• Attend meetings in order to record minutes.
• Conduct research, compile data, and prepare papers.
• Coordinate and direct office services, such as records maintenance, data entry, and computer spreadsheet generation.
• File and retrieve project documents, records, and reports.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Prepare responses to correspondence containing routine inquiries.
• Works with moderate supervision/ guidance; accountable for individual results and impact on team.
• Applies basic technical skills and knowledge to complete assigned work. Responds to standard requests from internal or external customers.
• Solves routine problems by following defined procedures.
• Manages own time to meet deadlines set by others.
• Works with others as part of a team

Basic Qualifications:

• 0-5+ years of relevant experience
• Proficiency in Microsoft Office Suite.
• Proofreading and editing skills.
• Strong communication and customer service skills required.

Preferred Qualifications:

• High School Diploma preferred.
• New York City Housing Authority resident
• Brooklyn resident
• Strong skills in the Microsoft Program Suite are preferred, especially Excel.
• Previous experience in construction environment is preferable.
• OSHA 30 certification is preferable.

Under Section 3 of the HUD Act of 1968, additional preference will be given to Section 3 residents in the New York area who meet the requirements of this position.

About APTIM

APTIM enhances the quality of the environment, wellbeing of people, resilience of communities, and opportunity for employees to make a difference, not just a living. A leading professional solutions firm, we specialize in environmental, sustainability, resilience, and infrastructure solutions. Our team of experts provide these integrated solutions for forward-thinking government agencies, commercial and industrial clients, and energy customers. Together, we create sustainable and resilient communities for all.

What you can expect from APTIM:

• Work that is worthy of your time and talent
• Respect and flexibility to live a full life at work and at home
• Dogged determination to deliver for our clients and communities
• A voice in making our company better
• Investment into your personal and professional development

As of the date of this posting, a good faith estimate of the current pay range for this position is $20.19 Per Hour. Compensation depends on several factors including: experience, education, key skills, geographic location of the position, client requirements, external market competitiveness, and internal equity among other employees within APTIM.

Employee Benefits

APTIM Environmental and Infrastructure, LLC is committed to providing an extensive range of benefits that protect and promote the health and financial well-being of our employees and their families through the APTIM Benefits Marketplace.

• Medical, vision, and dental insurance: Through the marketplace, our employees can choose benefits from five metallic levels and several carriers to find the right benefits that work for them in their location.
• Company paid and optional Life insurance
• Short-term and long-term disability insurance
• Accident, Critical Illness, and Hospital Indemnity coverage
• Paid holidays, vacation, and sick leave (eligibility based on company policy and applicable law)
• 401(k) APTIM offers three 401k plans through the Aon Pooled Employer Plan (PEP). The specific plan you are eligible for depends on the business unit you are in. The details of the largest plan are found here:
• APTIM 401(k) Guide
• APTIM - Helpful Documents