Administrative Assistant to the Director of Construction
Rego Park, New York · Administrative
Assist Director of Construction Management:
elevator- MUST have experience dealing with Elevator maintenance and repairs.
Manage phone, meetings, calendar, mail; copying and scanning; assist with obtaining proposals, prepare and issue purchase orders, contracts, and assist with obtaining insurance and other information from vendors; perform general accounting, process invoices and issue check requests, obtain payment reconciliations, lien waivers, and issue contractor payments when all requirements have been met; participate in meetings and prepare meeting minutes and follow up on action items; assist with tracking and reporting of governmental approvals, permits, and sign offs.
Field vendor requests, and direct requests to the appropriate company personnel.
Monitor elevator contractors and assure compliance with the removal of violations, governmental inspections, and other contract requirements. Process and track elevator repair orders, purchase orders, contracts, and payments. Assure governmental operating fees are paid, logged, and tracked for compliance. Maintain a history of repairs to elevators for future reference. Be on alert for any elevator outages, and prioritize and coordinate as may be required for elevators to be returned to service as soon as possible. Coordinate and communicate with the property managers on repairs, outages, and schedules.
Provide general support to 4 project managers within the construction office.
Ordering and distribution of office supplies.
Ability to perform multiple assignments without immediate supervision.
Strong organizational, quantitative and problem solving skills, with attention to detail.
Ability to manage workload effectively and efficiently.
Understands the importance of priorities and accomplishes goals in an organized manner.
Provides the utmost professionalism with vendors, tenants, colleagues and peers.