Overview
We are seeking a proactive and detail-oriented Secretary / Administrative Assistant specializing in Construction and Department of Buildings (DOB) Filings to join our dynamic team. This vital role offers an exciting opportunity to support construction projects, manage essential filings, and ensure smooth office operations. The ideal candidate will bring strong organizational skills, excellent communication abilities, and a passion for delivering exceptional administrative support in a fast-paced environment. If you thrive on multitasking, maintaining confidentiality, and contributing to project success, this position is perfect for you!
Duties
- Manage and coordinate DOB filings, permits, and related documentation to ensure compliance with city regulations and deadlines
- Serve as the primary point of contact at the front desk, greeting visitors and directing calls using multi-line phone systems with professionalism and courtesy
- Handle incoming calls, respond to inquiries, and provide excellent customer service while maintaining phone etiquette
- Maintain organized filing systems for project documents, permits, and correspondence both digitally and physically
- Perform data entry tasks accurately into various software platforms, including QuickBooks for bookkeeping and financial record management
- Support office management activities such as scheduling appointments, coordinating meetings, and managing calendars
- Assist with clerical duties including typing reports, preparing correspondence, and managing confidential information with discretion
Qualifications
- Proven experience in office administration or clerical roles within construction or related industries
- Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with data entry processes
- Experience using QuickBooks or similar bookkeeping software is highly desirable
- Excellent organizational skills with the ability to prioritize tasks effectively in a busy environment
- Bilingual abilities are a plus to facilitate communication with diverse clients and team members
- Demonstrated customer service skills along with professional phone etiquette and communication skills
- Ability to handle confidential information responsibly while maintaining accuracy in documentation
- Personal assistant experience or office management background is advantageous
- Strong typing skills combined with time management capabilities to meet deadlines efficiently
Join us to be part of a dedicated team committed to excellence in construction administration! We value energetic professionals who are eager to contribute their skills in a supportive environment that promotes growth and success. This paid position offers an engaging work experience where your organizational talents will make a meaningful impact every day.
Pay: From $20.00 per hour
Work Location: In person
