Administrative Assistant

Job Description

At APTIM, we come to work each day knowing that we are making an impact on the world. Our work spans from safeguarding and maintaining critical infrastructure to helping communities recover from natural disasters, from empowering our armed forces and first responders to reducing carbon and energy use, and from making cities more resilient against the threats of climate change to restoring contaminated ecological systems.

Job Overview :

The Program Management / Construction Management Group of APTIM is seeking two Administrative Assistants to join an existing project team that is managing a major construction management program in Upper Manhattan and Brooklyn (Gowanus) for a governmental agency client.

The Administrative Assistant will provide entry level administrative support by data entry into computer data-base systems, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, maintaining, and filing of project records, arranging conference calls, and scheduling meetings.

The ideal candidate would be able to work under tight deadlines on multiple assignments, as well as be able to collaborate and work efficiently with other team members.

We interface with our client daily; therefore, we need someone who is professional, courteous, and be able to work within a dynamic office atmosphere.

The Administrative Assistant's roles and responsibilities would continue to expand based on the project and Client's needs.

What you can expect from APTIM :

• Work that is worthy of your time and talent
• Respect and flexibility to live a full life at work and at home.
• Dogged determination to deliver for our clients and communities.
• A voice in making our company better.
• Investment into your personal and professional development

Key Responsibilities / Accountabilities :

The Administrative Assistant position with our team will be responsible for various administrative duties supporting multiple projects at the Client's site where we work directly.

Those tasks include : all clerical needs, data-base entry, expense report submittals, invoice preparation and support.

• Attend meetings in order to record minutes.
• Conduct research, compile data, and prepare papers.
• Coordinate and direct office services, such as records maintenance, data entry, and computer spreadsheet generation.
• File and retrieve project documents, records, and reports.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, and / or presentation software.
• Prepare responses to correspondence containing routine inquiries.
• Works with moderate supervision / guidance; accountable for individual results and impact on team.
• Applies basic technical skills and knowledge to complete assigned work. Responds to standard requests from internal or external customers.
• Solves routine problems by following defined procedures.
• Manages own time to meet deadlines set by others.
• Works with others as part of a team

Basic Qualifications :

• 0-5+ years of relevant administrative experience
• Proficiency in Microsoft Office Suite.
• Proofreading and editing skills.
• Strong communication and customer service skills required.

Preferred Qualifications :

• High School Diploma preferred.
• New York City Housing Authority resident
• Manhattan resident
• Youth Build training participant / recent graduate
• Strong skills in the Microsoft Program Suite are preferred, especially Excel.
• Previous experience in an engineering environment is preferable.

Under Section 3 of the HUD Act of 1968, additional preference will be given to Section 3 residents in the New York area who meet the requirements of this position.