A non-profit firm with offices in Manhattan is seeking a temporary Administrative Assistant for a one-month assignment. They are ideally looking for somebody with experience managing calendars and processing invoices and expenses.
Administrative Assistant
in Professional Services ContractJob Detail
Job Description
Hours: 9 am – 5 pm
Duties:
- Serve as the first point of contact for internal and external facilities-related inquiries.
- Maintain and organize department records, including maintenance logs, permits, safety documents, and vendor contracts.
- Schedule and coordinate appointments, inspections, and service calls with vendors and internal stakeholders.
- Assist in preparing reports, purchase orders, and budget tracking documents.
- Manage inventory of office and facility supplies; order and track deliveries.
- Process invoices, track expenditures, and assist with budget reconciliation for facilities-related expenses.
- Assist in the onboarding process for vendors and contractors, ensuring all required documentation is collected and filed.
Qualifications:
- 5+ years of administrative experience, preferably in facilities, operations, or administrative support.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel); experience with work order or facility management systems (e.g., CMMS) is a plus.
- Strong organizational and multitasking abilities.
- Ability to handle confidential information with discretion.
- Familiarity with facility-related terminology, safety regulations, and vendor coordination is a plus.
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