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Insight Executive Solutions · 16 hours ago

Reception Administrative Assistant

Queens, NY

Full-time

Onsite

Entry Level

$50K/yr - $50K/yr

2+ years exp

Insight Executive Solutions is representing a Construction Company based in Queens, seeking a Reception Administrative Assistant to join their team. The role involves greeting visitors, answering calls, and performing general administrative duties in accordance with company policies.

Staffing & Recruiting

Responsibilities

Take detailed messages and deliver in a timely fashion as appropriate

Screen calls as directed

Maintain a neat and welcoming front office

Purchasing kitchen and Office supplies

Maintaining a clean and organized Kitchen- i.e. Refrigerator and Pantry

Sort, post, distribute, and prepare all incoming/outgoing mail

Record and type Staff & Management Meeting Minutes, and all general correspondence

Perform administrative work as directed to include typing and filing projects, faxing correspondence, maintaining copies of files, updating phone lists and procedure manuals, etc

Assist Accounting with Billing; entering Vendor Invoices, updating project Spreadsheet Tracker

Sort and Distribute weekly Paychecks

Maintain accurate spreadsheet of employee attendance and PTO

Collect credit card receipts

Request, update and furnish required COI’s

Monitor and maintain company Vehicle status (registration renewal, inspections, etc)

Monitor company cellphone usage

Monitor reception email linked to website info email for inquiries and forward accordingly

Assist PMs and Estimators with any administrative documents (creating/typing Estimates), reports, and project related tasks

Qualification

QuickBooksExcelWordGoogle SheetsOffice Equipment Operation

Required

Knowledge of QuickBooks a must

Knowledge of COI's

Excel spreadsheets and formulas

Word documents and Google sheets

Requires an associate degree and minimum 2 years related experience; or an equivalent combination of education and experience

Ability to read and comprehend simple instructions, short correspondence, and memos

Ability to write simple correspondence

Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization

Requires the ability to operate a wide variety of standard office equipment, such as a computer and keyboard, a calculator, telephone, FAX, photocopier, etc