We are looking for an Administrative Assistant to support daily office operations and provide dependable coordination across multiple business functions in Syracuse, New York. This Contract to Permanent position is ideal for someone who enjoys keeping workflows organized, communicating effectively with a wide range of contacts, and handling a mix of front desk, administrative, and records-related tasks. The role will contribute to leadership support, employee onboarding activities, document control, and general office efficiency in a fast-paced environment.
Responsibilities:
- Welcome visitors, applicants, suppliers, and other guests while ensuring the reception area remains orderly and well maintained.
- Organize calendars, arrange meetings, and oversee shared space scheduling to keep appointments and internal events running smoothly.
- Prepare business documents, reports, presentations, and meeting materials, and record follow-up items when requested.
- Coordinate mail, deliveries, office supply replenishment, and basic equipment needs to support uninterrupted office operations.
- Provide administrative assistance to company leaders, including scheduling support, travel planning, and itinerary coordination.
- Support hiring and onboarding activities by helping with employment paperwork, screenings, employee files, and training record maintenance.
- Assist with invoice documentation, payment-related tracking, expense reporting, and organized retention of finance records.
- Maintain project and company documentation in electronic and physical filing systems, including updates within platforms such as Procore and SharePoint.
- Help project teams monitor subcontractor compliance records, insurance documentation, and payroll-related administrative materials while facilitating communication between office and field staff.
- High school diploma or equivalent required.
- At least 1 year of experience in administrative support, office coordination, reception, or a similar role.
- Strong working knowledge of Microsoft Outlook, Word, Excel, Teams, and Adobe applications.
- Clear written and verbal communication skills with a detail-oriented and service-oriented approach.
- Ability to manage multiple priorities, maintain accuracy in data entry, and stay organized in a busy office setting.
- Proven discretion when handling confidential information and sensitive records.
- Experience in construction, engineering, contracting, or similar services environments is preferred.
- Familiarity with tools such as Procore, QuickBooks, Ramp, or SharePoint is a plus.