Modernization Administrative Assistant needed Bronx, NY
The Modernization Administrative Assistant provides crucial support to the modernization team by managing administrative tasks associated with elevator modernization projects. This role ensures efficient coordination between departments, vendors, technicians, and clients while maintaining accurate documentation and tracking project milestones. The ideal candidate will be detail-oriented, proactive, and familiar with construction or elevator industry processes.
Key Responsibilities:
Administrative Support:
- Prepare and manage job folders, contracts, change orders, purchase orders, and permits.
- Track and update project schedules, milestones, and deadlines in coordination with the Modernization Manager.
- Maintain organized records of all modernization project documentation.
Communication & Coordination:
- Serve as a point of contact for internal teams, vendors, and customers for administrative inquiries.
- Schedule meetings, job walks, inspections, and other project-related appointments.
- Communicate regularly with field personnel to ensure alignment on materials, equipment, and timelines.
Procurement & Billing Assistance:
- Create and process purchase orders and monitor delivery schedules.
- Support invoice processing and assist with billing inquiries or discrepancies.
- Reconcile purchase orders with vendor invoices and assist with job costing.
Compliance & Documentation:
- Assist with preparation and submission of required permits and inspection documents.
- Ensure compliance with safety regulations and documentation requirements.
- Maintain accurate and up-to-date project records for audits and internal reviews.
Qualifications:
- Education: High school diploma or GED required. Must be legal to work in the United States
- Experience: 1–3 years of administrative experience, preferably in the construction, elevator, or related technical industry.
- Skills:
- Excellent organizational and time management skills.
- Strong verbal and written communication.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with AIA Software a plus, Quickbooks
Work Environment:
- Office-based with regular interaction with field staff and management.
Job Type: Full-time
Pay: $28.85 – $31.25 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
Ability to Commute:
-
Bronx, NY 10466 (Required)
If interested, please send resume to Barbara Skehan bskehan@startelevator.com