Job Description

Benefits:

Paid time off


Paramount Lighting is seeking an Administrative Assistant to support construction professionals and ensure the smooth operation of projects.



1. Key responsibilities

Administrative Support: + Answer phones
+ Manage and organize electronic filing systems
+ Schedule meetings, manage calendars, and arrange deliveries.
+ Prepare and edit correspondence, reports, and presentations.
+ Manage office supplies and equipment.
Project Documentation and Coordination: + Track and manage project documents like contracts, submittals, RFIs, and change orders.
+ Maintain organized electronic and paper filing systems for project documentation.
+ Coordinate communication between project managers, subcontractors, and vendors.
+ Assist with project closeout procedures.
Financial and Accounting Support: + Track and review invoices, submitting them for approval and payment.
+ Assist with vendor approval and setup for payment processing (e.g., insurance, tax information).
+ Assist with bookkeeping and budgeting.
Other Duties: + Support project managers and other team members with various administrative tasks.
+ May involve assisting with permit applications and compliance checks.

2. Essential skills

Communication Skills: Excellent written and verbal communication skills for clear and effective interaction with clients, colleagues, and external parties. Organizational Skills: Strong organizational skills to manage multiple tasks, prioritize workload, maintain detailed records, and manage filing systems efficiently. Technical Skills: + Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
+ Experience with QuickBooks Desktop
Attention to Detail: Ensuring accuracy in documentation, scheduling, and data entry. Time Management: Ability to manage time effectively, meet deadlines, and work in a fast-paced environment. Problem-Solving Skills: The ability to identify issues, analyze situations, and propose effective solutions, especially when dealing with changes in priorities and timelines. Interpersonal Skills: Building positive relationships with clients, co-workers, and other stakeholders. Resourcefulness & Independence: Working proactively and confidently to solve problems and complete tasks without constant supervision.
3. Qualifications

Experience in administrative support roles is preferred, with 2-3 years being ideal, especially in a construction office setting. Familiarity with construction industry terminology and processes is helpful.
Office located in Willowbrook Saten Island 10314



Salary commensurate with experience.

Hours 9-5 Monday Thru Friday