Careers

Administrative Assistant – Construction/Modernization Department

 Details

Currently in search of the right individual to join our rapidly expanding team. The right candidate will be given the opportunity to work in the fast-paced Elevator Installation and Modernization Department completing tasks individually as well as in a team environment. All-Ways Elevator, Inc. services all of Long Island, the 5 boroughs and parts of Northern New Jersey specializing in both residential and commercial applications. The qualified candidate will be responsible for assisting in all aspects of project management.

 Responsibilities

• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Maintain office policies and procedures
• Interact with suppliers, and clients
• Maintain contact lists
• Provide general support to employees, managers and visitors
• Point of contact for internal and external clients
• Receive and organize vendor quotes
• Prepare and track transmittals for submittals of drawings and material selection for approval. Client follow up for approvals.
• Coordinate all facets of monitoring projects including but not limited to scheduling, drawing and material submittals, project monitoring.
• Creates, processes and tracks purchase orders. Maintain records of orders and follows up with vendors on shipment and delivery
• Maintain individual field employee’s calendars for daily work assignments for multiple teams and log work performed by field teams on daily basis
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Other tasks as assigned
  

 Requirements

• Proven experience as an administrative assistant
• Previous employment in the construction industry is a plus
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree
  

* Resume and work experience references must be submitted in order to be considered for this position
* Benefits Package including Health Insurance Benefits, 401K, Paid Time off (Holiday, Vacation, Personal, Sick)
* Compensation based on experience