Top 34 Administrative assistant Jobs in Ithaca Ny

Part-Time Administrative & Billing Coordinator - Engineering
Elwyn & Palmer Consulting Engineers PLLC —Ithaca, NY
- $24 - $28 an hour
- Part-time
- Hybrid work
- Microsoft Excel
- Microsoft Outlook
- Office
- Flexible schedule
- Retirement plan
Quick Apply
7d
Part -Time Administrative Assistant
Paths Building Services LLC —Ithaca, NY
- $16 - $18 an hour
- Part-time
- Microsoft Excel
- Microsoft Outlook
- Writing skills
Quick Apply
Office Assistant/Receptionist
Kallos Body Bar —Homer, NY
- $18 - $30 an hour
- Part-time
- Background check
- Microsoft Outlook
- Computer literacy
Quick Apply
1d
Administrative Assistant (District wide, IHS)
Ithaca City School District —Ithaca, NY
- $28.75 an hour
- Online Application
- Mid-level
- Office
- Administrative experience
14d
Administrative Specialist-Ithaca, NY
Current —Ithaca, NY
- $22 - $26 an hour
- Weekends as needed
- Microsoft Excel
- Mid-level
- Office
- Disability insurance
- Health insurance
13d
Fine and Performing Arts Secretary
Ithaca City School District —Ithaca, NY
- Online Application
- School experience
- Google Workspace
- Mid-level
3d
Office Assistant/CSR with huge room for growth!
True Insurance —Ithaca, NY
- $18 - $20 an hour
- Full-time
- Computer literacy
- Office
- In-person
- Free parking
- Paid holidays
Quick Apply
Deputy Town Clerk
Tompkins County —Tompkins County, NY
- $26 an hour
- Part-time
- Word processing
- Basic math
- English
5d
Research Administration Assistant
Cornell University —Ithaca, NY
- $26.00 - $30.08 an hour
- Overtime
- Hybrid work
- Microsoft Word
- Microsoft Outlook
- Writing skills
- Health insurance
- Tuition reimbursement
Administrative Assistant - Level 4
Tompkins County —Tompkins County, NY
- $20.50 an hour
- Part-time
- Customer service
- Basic math
- English
5d
Coordinator, Research Development & Strategic Initiatives
Cornell University —Ithaca, NY
- $30.02 - $34.88 an hour
- Online Application
- Hybrid work
- Microsoft Outlook
- Research
- Mid-level
- Health insurance
- Tuition reimbursement
Administrative Assistant- Front Desk
Smith Allergy and Asthma —Horseheads, NY
- $17 - $22 an hour
- Full-time
- Communication skills
- Entry level
Quick Apply
10d
Office Assistant 2
State University of New York, Cortland —Cortland, NY
- $42,641 a year
- Full-time
- Inventory control
- Word processing
- Mid-level
- Disability insurance
- Health insurance
11d
Administrative Assistant 1 (NY HELPS)
State University of New York, Cortland —Cortland, NY
- $40,391 - $47,695 a year
- Monday to Friday
- Microsoft Word
- Writing skills
- Office
- Disability insurance
- Health insurance
11d
Administrative Assistant
Maguire Automotive Group —Ithaca, NY
- $17 - $19 an hour
- Part-time
- Microsoft Outlook
- Research
- Office
Quick Apply
HR Administrative Assistant
Ithaca City School District —Ithaca, NY
- $28.75 an hour
- Part-time
- Mid-level
- Office
- Administrative experience
Administrative Coordinator, Diversity Alumni Programs
Cornell University —Ithaca, NY
- $26.41 - $30.69 an hour
- Overtime
- Hybrid work
- Microsoft Excel
- Microsoft Outlook
- Customer service
- Health insurance
- Tuition reimbursement
HR Service Delivery Assistant - Temp to Hire
Cayuga Health System —Ithaca, NY
- $22 - $28 an hour
- Per diem
- Administrative experience
- Organizational skills
- 2 years
Quick Apply
Department Assistant
Cayuga Health System —Ithaca, NY
- $18.50 - $24.00 an hour
- Full-time
- High school diploma or GED
- Clinic
- Rehabilitation center
- Health insurance
- Tuition reimbursement
Quick Apply
Administrative Coordinator, College of Engineering, Alumni Affairs and Development
Cornell University —Ithaca, NY
- $26.41 - $30.69 an hour
- Online Application
- Hybrid work
- Research
- Mid-level
- University
- Health insurance
- Tuition reimbursement

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Part-Time Administrative & Billing Coordinator - Engineering

Elwyn & Palmer Consulting Engineers PLLC
Ithaca, NY

Quick Apply

Job Details

Part-time
$24 - $28 an hour
7 days ago

Benefits

Flexible schedule
Retirement plan

Qualifications

Customer communication
Correspondence management
Confidential information handling
Microsoft Excel
Microsoft Outlook
Filing
Administrative experience
Document viewing software
Business Administration
Business
Associate's degree

Full Job Description

About Elwyn & Palmer

Elwyn & Palmer Consulting Engineers is a growing structural and geotechnical engineering firm serving architects, contractors, municipalities, institutions, businesses and property owners throughout New York State.

We are seeking a dependable, highly organized and detail-oriented Administrative & Billing Coordinator to support our daily business operations. This position is well suited for an experienced administrative professional who wants a consistent part-time schedule and enjoys helping a small professional-services firm operate efficiently.

This is more than a receptionist position. The selected candidate will assist with invoicing, accounts receivable, project administration, document preparation, scheduling and client communication.

Primary ResponsibilitiesBilling and Financial Administration

Prepare draft client invoices using project timesheets, expenses and billing information.
Review timesheets for missing descriptions, incorrect project numbers or incomplete entries.
Maintain billing schedules and identify projects that are ready to be invoiced.
Send approved invoices to clients and maintain organized billing records.
Track outstanding accounts receivable.
Send courteous payment reminders and follow up on overdue invoices as directed.
Maintain records of consultant invoices, reimbursable expenses and project costs.
Assist with basic bookkeeping coordination and communication with the firm’s accountant or payroll provider.
Prepare routine financial and project-status reports for firm leadership.

Project and Office Administration

Create and maintain electronic project folders.
Enter and update project, client and contact information.
Assist with project setup, numbering, filing and closeout.
Maintain proposal, contract and project-tracking logs.
Track important project deadlines, submissions and follow-up items.
Schedule meetings, site visits, interviews and internal coordination meetings.
Help maintain office calendars and staff schedules.
Order office supplies and coordinate routine office services.
Organize electronic and physical records according to firm procedures.
Assist with general office organization and administrative tasks as needed.

Proposals, Reports and Documents

Format proposals, letters, reports, resumes and qualification packages.
Proofread documents for spelling, formatting, consistency and completeness.
Convert, combine and organize PDF documents.
Assist with preparing project sheets, staff resumes and marketing materials.
Maintain standard templates, forms and company information.
Help assemble proposal submissions in accordance with client or public-agency requirements.
Coordinate signatures, attachments and final document delivery.

Client and Team Communication

Answer and route incoming telephone calls and general email inquiries.
Communicate professionally with clients, consultants, contractors and vendors.
Obtain routine project information and follow up on missing administrative items.
Assist with meeting confirmations and project correspondence.
Provide courteous and responsive administrative support to the engineering and BIM staff.
Handle confidential financial, employee and client information appropriately.

Required Qualifications

Previous experience in an administrative, billing, bookkeeping, office-coordination or professional-services role.
Strong organizational skills and attention to detail.
Proficiency with Microsoft Word, Excel and Outlook.
Ability to prepare professional correspondence and accurately format documents.
Comfortable working with PDF files and document-management systems.
Strong written and verbal communication skills.
Ability to manage multiple assignments and meet deadlines.
Ability to work independently after training.
Professional judgment and discretion when handling confidential information.
Reliable attendance and the ability to maintain a consistent weekly schedule.

Preferred Qualifications

Experience with invoicing, accounts receivable, timesheets or project accounting.
Experience in an architecture, engineering, construction, legal, accounting or consulting office.
Familiarity with QuickBooks or similar accounting software.
Experience preparing proposals, reports or qualification packages.
Experience with Adobe Acrobat, Bluebeam Revu or similar PDF software.
Experience with customer relationship management, project-management or timekeeping systems.
Associate degree or higher in business administration, accounting, communications or a related field. Equivalent professional experience will be considered in place of formal education.

Schedule

The anticipated schedule is approximately 10–20 hours per week, generally during normal business hours. A consistent schedule over three or four weekdays is preferred.

The position will initially be primarily in person at our Ithaca office to allow for training and coordination. Limited remote work may be considered after the employee has demonstrated proficiency, reliability and an understanding of the firm’s procedures.

What Success Looks Like

The successful candidate will:

Keep invoicing current and organized.
Identify missing billing and timesheet information before deadlines.
Maintain accurate project and client records.
Produce professional, error-free documents.
Follow up on assigned tasks without repeated reminders.
Communicate clearly and professionally with clients and staff.
Protect confidential business and client information.
Help reduce the administrative workload currently handled by engineering staff and firm leadership.

Why Join Elwyn & Palmer

Consistent part-time professional schedule.
Direct involvement in the operations of a growing engineering firm.
Varied work involving billing, project coordination, proposals and client service.
Opportunity for increased responsibility as the firm grows.
Professional and collaborative small-office environment.
Potential for expanded hours based on performance and the needs of the firm.

Application Instructions

Please submit:

A current resume.
A brief cover letter describing your administrative and billing experience.
Your preferred weekly schedule and general availability.
Your desired hourly compensation within the posted range.

Pay: $24.00 - $28.00 per hour

Expected hours: 10.0 – 20.0 per week

Benefits:

Flexible schedule
Retirement plan

Work Location: Hybrid remote in Ithaca, NY 14850

Quick Apply

Refine Your Search

administrative assistant jobs in ithaca ny

Part-Time Administrative & Billing Coordinator - Engineering

Part -Time Administrative Assistant

Office Assistant/Receptionist

Administrative Assistant (District wide, IHS)

Administrative Specialist-Ithaca, NY

Fine and Performing Arts Secretary

Office Assistant/CSR with huge room for growth!

Deputy Town Clerk

Research Administration Assistant

Administrative Assistant - Level 4

Coordinator, Research Development & Strategic Initiatives

Administrative Assistant- Front Desk

Office Assistant 2

Administrative Assistant 1 (NY HELPS)

Administrative Assistant

HR Administrative Assistant

Administrative Coordinator, Diversity Alumni Programs

HR Service Delivery Assistant - Temp to Hire

Department Assistant

Administrative Coordinator, College of Engineering, Alumni Affairs and Development

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