Job Information
Robert Half Administrative Assistant in Albany, New York
Description We are offering a contract to permanent employment opportunity for an Administrative Assistant in Albany, New York. This role functions within the industry, where you will be expected to facilitate office operations through a range of administrative tasks. The workplace environment demands a detail-oriented individual with skills in Administrative Assistance, Procurement, Microsoft Office Suites, and Data Entry.
Responsibilities:
• Manage incoming phone calls and visitor greetings, ensuring detail oriented communication at all times.
• Provide support for data entry tasks, including approval and tracking of office expenses.
• Coordinate and set up business development meetings and conference calls.
• Oversee the ordering, stocking, and maintaining of office supplies and the supply room.
• Handle both incoming and outgoing mail, including UPS packages.
• Assist in the document control functions to maintain organized records.
• Support the creation and printing of job books and full-size drawing sets.
• Act as a facilitator for office staff facing IT issues, providing problem-solving assistance.
• Maintain the company-wide phone list/directory and manage company-wide email communication.
• Assist in creating the semi-monthly payroll master sheet for review.
• Receive, review, distribute, store, and track quotes on the company computer network.
• Prepare purchase orders, ensuring appropriate approvals and signatures are obtained and sent to vendors, subcontractors, and/or sales representatives.
• Track the progress of purchase orders to ensure suppliers are meeting required dates for any submittals and delivery of material to project sites.
• Coordinate with Site Managers and Project Managers to confirm items and quantities received agree with what was ordered.
• Provide input and support to Project Managers when invoices are received.
• Interact with subcontractors and vendors to correct purchase order mistakes and defects in a timely manner to help minimize the impact on project schedules.
• Maintain a database of approved subcontractors and vendors for purchased items.
• Assist in the preparation of O& M Manuals for submission to Owner during project close-out by obtaining all relevant literature from equipment vendors and assembling into hard bound binders and/or copying to CD. Requirements • Minimum of 2 years experience in an administrative role
• Proficiency in Microsoft Office Suites including Word, Excel, PowerPoint, and Outlook
• Experience in procurement and managing office supplies
• Ability to perform data entry tasks with high accuracy
• Excellent communication and interpersonal skills
• Strong organizational abilities and attention to detail
• Ability to multitask and prioritize workload effectively
• Proven problem-solving abilities and a proactive approach to work
• Experience in maintaining and updating filing systems, both physical and digital
• Ability to handle confidential information with discretion.
Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2024 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https://www.roberthalf.com/us/en/terms) .