Top 2100 Administrative assistant Jobs in Woodside, Ny

Operations Administrator
Confidential —Long Island City, NY
- $60,000 - $80,000 a year
- Full-time
- Background check
- Spanish
- Ability to walk for extended periods
- Paid jury duty
- Health insurance
Quick Apply
7d
Administrative Support Specialist
Gentile Brengel & Lin LLP —Garden City, NY
- $50,000 - $100,000 a year
- Full-time
- Mid-level
- Office
- Administrative experience
- Health insurance
- Dental insurance
Quick Apply
Executive Assistant
Pitta LLP —Wall Street, NY
- $87,000 - $95,000 a year
- Full-time
- Microsoft Excel
- 5 years
- Databases
- Health savings account
- Health insurance
Quick Apply
Client Relations Associate
Kings Bay YM-YWHA —Brooklyn, NY
- $20 - $21 an hour
- 8 hour shift
- Microsoft Outlook
- Customer service
- Writing skills
- Paid training
- Dental insurance
Quick Apply
Front Desk Administrator
Infinite Academics —Brooklyn, NY
- From $55,000 a year
- Full-time
- Classroom
- High school
- English
- Opportunities for advancement
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Administrative Assistant
AMC Engineering —Astoria, NY
- $25 - $38 an hour
- Part-time
- Background check
- Microsoft Excel
- Microsoft Outlook
- Health insurance
- 401(k)
Quick Apply
Administrative Assistant
Toby's Services Ltd —Queens, NY
- $25 - $28 an hour
- Full-time
- Microsoft Outlook
- Computer literacy
- Office
- Health insurance
- Paid time off
Quick Apply
Administrative Assistant
OFFICE OF THE MAYOR —Manhattan, NY
- $75,000 a year
- Full-time
- Research
- Mid-level
- Office
Administrative Assistant
HEARTSHARE HUMAN SERVICES OF NEW YORK —Woodside, NY
- $24 an hour
- Email
- Microsoft Outlook
- Mid-level
- Office
- Health insurance
- Dental insurance
Quick Apply
21h
Administrative Assistant
Hospital for Special Surgery —New York, NY
- $30.77 - $46.84 an hour
- Full-time
- Hybrid work
- Microsoft Outlook
- Inventory management
- Office
Executive Assistant – Financial Services Firm
Citistaffing —New York, NY
- $100,000 - $140,000 a year
- Full-time
- Microsoft PowerPoint
- Microsoft Word
- Microsoft Excel
- Health insurance
- Dental insurance
Quick Apply
PT-FT Administrative Assistant/Medical Assistant
Rahav Wellness | The Center for Collaborative Healing —New York, NY
- $29 - $36 an hour
- Part-time
- Background check
- Vital signs
- Computer literacy
- Health insurance
- Paid time off
Quick Apply
Administrative/Office Support
VStock Transfer, LLC —Woodmere, NY
- From $42,500 a year
- Urgently hiring
- Customer service
- English
- Office
- Commuter assistance
- Health insurance
Quick Apply
Part Time Interior Design Assistant
Maggie Richmond Design —New York, NY
- Part-time
- AutoCAD
- Construction site
- Research
Quick Apply
Youth Development Program Assistant
Coalition for Hispanic Family Services —Brooklyn, NY
- $18 - $25 an hour
- Part-time
- Microsoft Word
- Background check
- Classroom
- Paid holidays
- Health insurance
Quick Apply
Administrative Assistant
United Federation of Teachers —New York, NY
- $50,000 - $65,000 a year
- Full-time
- Microsoft Excel
- Microsoft Outlook
- 5 years
- Health insurance
Quick Apply
Temporary Personal Assistant to Founder of small finance firm -- September start -- 6-8 months
BCL Search —New York, NY
- $120,000 a year
- Temporary
- Mid-level
- Office
- Residential
Quick Apply
Executive Assistant at dynamic and expanding global investment firm -- Park Ave South
BCL Search —New York, NY
- $120,000 - $140,000 a year
- Microsoft Outlook
- 5 years
- Office
Quick Apply
Housing Program Coordinator
Ali Forney Center —New York, NY
- $30 an hour
- Weekends as needed
- Mid-level
- Office
- Administrative experience
- Paid holidays
- Health insurance
Quick Apply
12d
Executive Assistant to Capital Partnerships team at Midtown investment firm
BCL Search —New York, NY
- $125,000 a year
- Microsoft Excel
- Microsoft Outlook
- 5 years
Quick Apply

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Operations Administrator

Confidential
Long Island City, NY

Quick Apply

Job Details

Full-time
$60,000 - $80,000 a year
7 days ago

Benefits

Paid jury duty
Health insurance
On-site gym
Dental insurance
401(k)
Flexible spending account
Paid time off
Employee assistance program
Vision insurance
401(k) matching
Life insurance

Qualifications

Confidential information handling
Construction payment applications
Accounts receivable management
Spreadsheets
Executive administrative support
Client invoicing
Attention to detail
QuickBooks
Payroll
Construction accounting
Productivity software
Time & attendance systems
ProCore
Payroll record maintenance

Full Job Description

Summary/Objective

We are a premier NYC Rope Access company specializing in exterior building maintenance, inspections, and restoration. We are seeking a highly organized, detail oriented Operations Administrator to serve as the operational backbone of our executive team. The ideal candidate is proactive, resourceful, and comfortable managing multiple priorities while working independently with minimal supervision.

This role combines executive support with payroll administration, timekeeping, invoicing, accounts receivable, insurance administration, and project compliance. Working closely with executives, project managers, field personnel, and accounting, the Operations Administrator ensures projects, documentation, and financial workflows remain organized, accurate, and on schedule.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Executive Administrative Support

Manage executive calendars, coordinate meetings, project walkthroughs, and scheduling priorities.
Prepare executive correspondence, reports, presentations, agendas, and meeting minutes.
Screen communications and prioritize executive requests.
Assist leadership with special projects and operational initiatives.

Time Tracking and Payroll Administration

Review, reconcile, and process employee time records.
Verify labor hours, job costing, and project allocations.
Resolve payroll discrepancies with supervisors and field personnel.
Coordinate payroll processing with Accounting and Human Resources.
Maintain accurate payroll documentation and supporting records.

Invoicing and Accounts Receivable

Prepare client invoices based on contracts, work orders, change orders, and completed work.
Submit invoices through client portals when required.
Monitor accounts receivable, track invoice status, assist with collections, and resolve client billing.
Reconcile billing discrepancies and respond to client inquiries.

Insurance and Compliance Management

Coordinate Certificates of Insurance (COIs) by obtaining client requirements, submitting requests to the Risk Management team, and providing completed COIs to clients for review.
Coordinate insurance renewals and maintain policy documentation.
Manage contractor compliance portals and owner requirements.
Maintain subcontractor insurance certificates and compliance documentation.
Maintain OSHA, DOB, and project compliance documentation.
Support AIA billing documentation, lien waivers, certified payroll documentation, and contract compliance as required.

Operations Administration

Maintain organized digital and physical project files, including contracts, RFIs, submittals, permits, change orders and closeout documentation.
Assist project managers with scheduling, procurement, and administrative support.
Generate operational reports and dashboards for leadership.
Support proposal preparation and project startup documentation.

Supervisory Responsibility

None.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 25 pounds at times.

Position Type

This is a full-time position.

Travel

No travel is expected for this position.

Required Qualifications

1. 3+ years of operations, construction administration, or executive administrative experience.

2. QuickBooks proficiency required.

3. Experience with payroll processing, timekeeping, invoicing, and accounts receivable.

4. Advanced Microsoft Office skills, especially Excel.

5. Exceptional organizational, communication, and problem solving skills.

6. Ability to prioritize multiple deadlines in a fast paced environment.

7. High level of discretion when handling confidential information..

Preferred Qualifications

1. Experience with Procore, SafetyClerk, or similar construction management software.

2. Experience with contractor compliance platforms (Avetta, ISNetworld, BuildingConnected, etc.).

3. Familiarity with AIA billing, certified payroll, lien waivers, and prevailing wage documentation.

4. Construction or specialty contracting industry experience.

5. Bilingual English and Spanish preferred.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Pay: $60,000.00 - $80,000.00 per year

Benefits:

401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Life insurance
On-site gym
Paid jury duty
Paid time off
Vision insurance

People with a criminal record are encouraged to apply

Experience:

QuickBooks: 3 years (Required)

Ability to Commute:

Long Island City, NY 11101 (Required)

Work Location: In person

Quick Apply

Refine Your Search

administrative assistant jobs in woodside, ny

Operations Administrator

Administrative Support Specialist

Executive Assistant

Client Relations Associate

Front Desk Administrator

Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant

Executive Assistant – Financial Services Firm

PT-FT Administrative Assistant/Medical Assistant

Administrative/Office Support

Part Time Interior Design Assistant

Youth Development Program Assistant

Administrative Assistant

Temporary Personal Assistant to Founder of small finance firm -- September start -- 6-8 months

Executive Assistant at dynamic and expanding global investment firm -- Park Ave South

Housing Program Coordinator

Executive Assistant to Capital Partnerships team at Midtown investment firm

I want to receive the latest job alert for administrative assistant in woodside, ny

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