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Administrative Assistant/Project Assistant

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Company: AEC Controls

Location: Albany, NY

Date Posted: August 23, 2014

Source: MEPJobs.com

  • Polished and professional demeanor, maintaining calm in stressful situations, polite and yet assertive when dealing with ensuing issues.
  • MUST BE PUNCTUAL and reliable.
  • Great phone voice. Energetic, outgoing person with a positive attitude, strong work ethic.
  • Must enjoy a fast paced environment, be detail oriented and have strong organizational skills
  • Creative approach to tasks with the talent of thinking ‘outside the box’
  • Excellent time and project management skills

Be flexible to support changing management needs

Shift priorities and tasks in a timely and efficient manner

Manage multiple (and simultaneous) assignments/projects.

  • Team player with the ability to work independently, prioritize tasks as they arise and differ from day to day
  • Ability to focus on details and maintain accuracy
  • Exceptional written/verbal communication and interpersonal skills
  • Ability to follow written and verbal instructions and perform duties with minimal supervision
  • Notable proofreading and typing skills
  • Strong customer service skill—either actual time ...
  • Polished and professional demeanor, maintaining calm in stressful situations, polite and yet assertive when dealing with ensuing issues.
  • MUST BE PUNCTUAL and reliable.
  • Great phone voice. Energetic, outgoing person with a positive attitude, strong work ethic.
  • Must enjoy a fast paced environment, be detail oriented and have strong organizational skills
  • Creative approach to tasks with the talent of thinking ‘outside the box’
  • Excellent time and project management skills

Be flexible to support changing management needs

Shift priorities and tasks in a timely and efficient manner

Manage multiple (and simultaneous) assignments/projects.

  • Team player with the ability to work independently, prioritize tasks as they arise and differ from day to day
  • Ability to focus on details and maintain accuracy
  • Exceptional written/verbal communication and interpersonal skills
  • Ability to follow written and verbal instructions and perform duties with minimal supervision
  • Notable proofreading and typing skills
  • Strong customer service skill—either actual time spent in such a position or the innate ability to problem solve, keep calm and enthusiastically attend to customer and staff needs .
  • Experience in Outlook, Microsoft Office (including Word, Excel) required
  • The following skills would be an added asset, though will train the right candidate:  PEACHTREE, experience stamping and flattening PDF files, using "Nitro" or "BlueBeam";  construction or any industry experience that involves:  Subcontractors, bids, blueprints, purchase orders, capital improvement.

Succinctly put you are the “hub” of the business.

Responsibilities:

  • Opens office for 8am. Tuesdays at 730 am.
  • Reception (Answering, screening, and directing incoming phone calls to appropriate personnel; greeting clients while promoting a decorum of professionalism: calm, friendly and accommodating to their needs; preparing reception room and taking notes at weekly staff/production meetings)
  • Daily Responsibilities: Purchase Orders (creation of and submittal to Vendors), Materials (Tracking of, checking in and verifying for accuracy, Packing Lists, PODs), Accounting (A/P, A/R, Returns, Credits), SubContractors (waivers, tax and liability certs, agreements), Vendors (maintain files, keep terms updated accurate, process bills), Clients (maintain/create project folders and documents, track payments and create invoices), analyzing data and maintaining departmental excel spreadsheets, preparing (editing, printing, correlating) documents containing confidential information. Will maintain all office procedures/processes and ensure that they run efficiently and adhere to established protocol.
  • Additional responsibilities of day to day administrative support to other office personnel including, but not limited to: general clerical duties (filing, scanning, faxing, copying, typing & data entry), marketing and sales research, calendar maintenance and occasional travel arrangements. Light housekeeping, maintaining overall organization and professional appearance of the office. Maintain office machines-keeping records and requesting service calls as needed. Supplies (both office and Kitchen) inventory/ maintentance and ordering.

Small, friendly office, successful and financially stable consulting company that was “green” before it was cool. We look at ways to improve the energy efficiency of facilities and equipment then design Optimized Energy Solutions that reduce costs and enhance the existing operations and facilities. After our installation of these solutions (from HVAC to lighting), our clients get the most from their energy dollars and are able to successfully manage their energy conservation strategy.

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