Administrative Assistant

Administrative Assistant (Construction Industry)

This Administrative Assistant role provides critical support to a busy office by managing data entry, documentation, and invoicing processes while ensuring accuracy and timeliness. The position involves working with facility management data, organizing both electronic and hard copy files, supporting invoice tracking through multiple online platforms, and delivering professional customer service to internal teams and external clients. The ideal candidate brings at least two years of office experience, strong attention to detail, and the ability to prioritize tasks and meet deadlines in a collaborative team environment.

Responsibilities

• Enter facility management data accurately into QuickBooks and other systems to support financial and operational tracking.
• Use QuickBooks to generate, customize, oversee, and monitor invoices, ensuring all information is complete and accurate.
• Assist in documenting and tracking invoice submittal statuses using multiple online platforms, keeping records up to date and easy to reference.
• Maintain multiple hard copy files and ensure proper status labels and filing practices are consistently applied.
• Perform filing tasks throughout the day to keep records organized and easily accessible.
• Arrange and organize electronic files in a clear and logical structure to support quick retrieval and efficient workflows.
• Address and respond promptly to inquiries from various clients, providing professional and courteous customer service.
• Follow up on multiple tasks and open items, ensuring progress is tracked and deadlines are met.
• Understand and meet deadlines by prioritizing work effectively and communicating status updates as needed.
• Take clear and detailed notes during meetings and training sessions and use them as a reference for future tasks and processes.
• Collaborate and communicate effectively within a team environment, supporting colleagues and sharing information as needed.
• Apply strong attention to detail in all administrative tasks to minimize errors and maintain data integrity.

Essential Skills

• At least 2 years of office experience, preferably in the construction industry, or comparable administrative support experience.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and general Microsoft Suite tools.
• Demonstrated data entry experience with a focus on accuracy and speed.
• Strong customer service skills and the ability to communicate professionally with clients and colleagues.
• General computer savvy and comfort working with multiple online platforms.
• Experience performing administrative and clerical tasks such as filing, organizing records, and managing documentation.
• Ability to manage multiple tasks simultaneously and follow up on outstanding items.
• Strong attention to detail and organizational skills to maintain accurate records and files.
• Ability to understand, prioritize, and meet deadlines in a fast-paced environment.
• Effective written and verbal communication skills for note-taking, email correspondence, and team communication.

Additional Skills & Qualifications

• Experience in an administrative role within the construction industry is preferred but not required.
• QuickBooks experience is a plus, particularly in generating, customizing, and monitoring invoices.
• Recent high school, college, or vocational school graduates with relevant administrative or office coursework are encouraged to apply.
• Comfort working with both hard copy and electronic filing systems.
• Ability to learn new software and online platforms used for documentation and invoice tracking.

Work Environment

The work environment is an office-based setting that relies heavily on computers, Microsoft Office applications, and online platforms for data entry, documentation, and invoice tracking. You will work with QuickBooks to support invoicing and financial processes and will handle both electronic records and physical files throughout the day. The role involves frequent interaction with clients and internal team members, requiring clear communication and a professional demeanor. The position follows a structured schedule typical of an office environment, where meeting deadlines, staying organized, and maintaining orderly files are essential to success.

Job Type & Location

This is a Contract to Hire position based out of New Hyde Park, NY.

Pay and Benefits

The pay range for this position is $20.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in New Hyde Park, NY.

Application Deadline

This position is anticipated to close on Jul 1, 2026.