Job Description

Job Description

Job Description

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

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