Administrative Assistant, New York

Responsibilities

Administrative Assistant - Under the direction of the Master Specification Manager in the Division of Design and Construction at the NYS Office of General Services, the Master Specification Assistant Coordinator will:

" Tracking and processing of product submittals, RFI's, Information Bulletins and change orders

" Tracking of action items, conformance to construction management plans

" Processing and distribution of meeting minutes

" Tracking project milestones and closeout

" Processing and distribution of security background checks and gate pass information

" Review specifications and bidding contracts

" Preparation of documentation for contract awards and providing general assistance and support to within the Division of Contract Management

Qualifications

Minimum (7) years of experience as an Administrative Assistant or an Office Manager

Proficiency in office programs and procedure

Ability to draft letters, prepare specialized meeting agendas

Organization of meetings including scheduling, distribution of agenda and of minutes of the meetings.

Ability to create spreadsheets, organization charts, meeting agendas

Advanced experience with Windows, Outlook, Excel, Word and electronic documentation and filing necessary

Potential travel occasionally for meetings/training given to satellite offices or Contractors within NYS

Preferred Qualifications:

While not required, the ideal candidate will possess the following qualifications:

1+ years working in the design and/or construction space (e.g. Design Engineer, Construction Contract Administration, General Contracting, Engineer in Charge, Landscape Architect, etc.), with exposure to the use of Master Specifications

Previous experience working on Master Specification updates