Administrative Assistant

Job Description

Job Description

Benefits:

• 401(k)
• Competitive salary
• Dental insurance
• Flexible schedule
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Tuition assistance
• Vision insurance

Job Summary
We are seeking a motivated and outgoing an Administrative Operations Coordinator to join our team in our Queens, NY location. In this role, you will provide a variety of clerical and administrative support to our employees, ensuring the office runs smoothly and efficiently. You will support day-to-day administrative operations.

Responsibilities 

• Scheduling, meeting preparation, calendar management, filing, scanning, and office coordination.
• Assist internal departments with document tracking, organization, and deadline management.
• Support onboarding tasks, administrative forms, and internal documentation needs.
• AP/AR and office operations coordination.
• Project documentation and compliance support.
• Help create content for internal and external communicators.
• Ensure compliance with brand guidelines, writing standards, and submission.
• Assist with preparation of RFIs, RFQs, and RFP submissions.
• Coordinate proposal components across departments (Estimating, PMs, subcontractors).
• Draft, review, and update project sheets, resumes, capability statements, and forms.
• Help prepare materials needed for business development outreach.

Qualifications

• Bachelor Degree or administrative training is preferred.
• 3 to 5 years experience as an Office Coordinator or in construction setting.
• Adobe Creative Suite (InDesign, Illustrator, and Photoshop).
• Familiarity and knowledge with AEC terminology and proposal processes is a plus.
• Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint
• Highly organized with excellent time management skills and the ability to prioritize projects

Benefits:

• 401(k)
• Bonus based on performance
• Competitive salary
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Training & development
• Tuition assistance
• Vision insurance

Benefits/Perks

• Competitive Compensation
• Paid Time Off
• Career Growth Opportunities