Job Description

We are seeking an Administrative Assistant, where your organizational skills and attention to detail will be instrumental in supporting the smooth functioning of our office. As an Administrative Assistant, you will play a crucial role in managing day-to-day administrative tasks, facilitating effective communication, and contributing to the overall efficiency of our workplace. This position is an excellent opportunity for an organized and proactive individual who thrives in a dynamic and collaborative environment. Only candidates from the US and Canada may apply for this remote role.Responsibilities:

• Maintain a well-organized and tidy office environment, including ordering and managing supplies.
• Coordinate office logistics and ensure equipment is in working order.
• Serve as the first point of contact for visitors, clients, and employees.
• Client management: Answering phones, directing calls, and sending emails on behalf of employees and managers.
• Daily input and audit of construction payroll.
• Issue Purchase orders, receiving invoices, closing - processing invoices for accounts payable-accounts receivable.
• Process accounts payable, review vendor statements and manage vendor relationships.
• Create and audit customer invoices and AIA payment requisitions.
• General Reports: Open purchase orders reports - billing reports etc.
• Manage and coordinate schedules, appointments, and meetings for team members.
• Arrange travel plans and accommodations as needed.
• Assist with the preparation and distribution of internal and external communications.
• Perform accurate data entry into various systems and databases.
• Maintain organized and up-to-date records, files, and documentation.
• Provide general administrative support to team members and managers.
• Assist in special projects and tasks as assigned.
• Ensure accuracy and compliance with company policies.
• Clerical duties: Typing, photocopying, printing, scanning, and assisting in processing work orders.

• 1+ yr experience in supportive construction role.
• 50+ WPM, PC & Microsoft office skills a must, demonstrable skills in Excel.
• Strong verbal and written communications skills.
• Basic math a must.
• Motivated team player, pro-active, detailed and positive.
• MUST be able to pass a drug and background screening.

• BA/BS in relevant studies with construction certifications
• 1+ yr experience in NYC construction
• Procore, Primavera, Textura and Gsuite experience
• Notary public

FSTONE Technologies