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Administrative Assistant

Alta Vista Solutions New York, NY
  • Posted: over a month ago
  • Other
ADMINISTRATIVE ASSISTANT NEW YORK

The Administrative Assistant will be responsible for a variety of administrative duties. As part of the Support Services team, this role interacts with clients, vendors, and staff to ensure operational needs are met.

KEY RESPONSIBILITIES:
  • Greet clients/guests, answer incoming phone calls, and handle incoming and outgoing mail
  • Collaborating with team members to coordinate facilities, vehicles, travel, and phones
  • Perform daily office setup
  • Coordinate the purchasing of everything from office supplies to computer equipment for the New York and field offices
  • Maintain and update the equipment sign-out sheets for the New York and field offices
  • Provide administrative oversight for corporate FedEx and UPS account
  • Set up office space for new employees, including phones, office supplies, etc.
  • Assist with new hire coordination
  • Assist with office expense reporting
  • Responsible for fire safety drills and act as fire warden for the office
  • Coordinate quarterly safety meetings for the corporate office
  • Assist in managing conference calling software
  • Coordinate and pick up office lunches and office breakfasts
  • Perform ergonomic assessments upon request
  • Assist to develop new operational procedures to make our organization even more efficient
  • Assist in recruiting efforts, including reviewing resumes, scheduling interviews, and participating in interviews.
  • Assist in project billing and invoicing
  • Performs other duties as necessary
REQUIREMENTS:
  • Effective written, interpersonal and communication skills with the ability to work as part of a team involving staff, clients and outside agencies
  • Strong problem-solving skills, including an ability to prioritize activities and work with limited supervision
  • Results oriented and able to complete tasks on a deadline
  • Excellent organizational skills and attention to detail
  • Proficient in MS Office including: Word, Excel, and PowerPoint
  • Ability to make good decisions using sound, professional judgment
  • Ability to think and plan ahead, anticipate the unexpected
  • Self-starter who thrives in an environment that is fast-paced, demanding, and fun
  • Previous facilities or office coordination experience is preferred
  • Collegial and professional approach when working with others
  • Keen sense of urgency
  • Minimum of 2-3 years of office administration or customer service related experience
  • Bachelors Degree preferred
  • Valid New York Drivers License Required
APPLY

Alta Vista Solutions

Why Work Here?

We are committed to providing training and career development to ensure that each individual achieves his or her full potential.

Alta Vista Solutions (Alta Vista) is a client-centered, multidisciplinary engineering firm focused on effectively and efficiently solving today’s engineering challenges to keep projects moving forward. Recognized for providing innovative, realistic, and practical solutions, Alta Vista has helped infrastructure owners deliver some of the world’s largest and most challenging projects. Everyone at Alta Vista shares one common goal: to Do Right by our clients, our infrastructure and our people. We are seeking individuals to join our team who want to make a positive impact on our transportation, work to solve complex problems, and have fun while learning and growing in a collaborative environment.

Address

New York, NY
USA

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