Facilities Administrative Assistant

About the Role

Conducts routine tasks for office administration, following established processes under general supervision to ensure accuracy, timeliness, and quality of work. Provides administrative support (e.g., meeting scheduling, follow-up and information gathering, planning and coordination) for a department, group, or executives.

Responsibilities

• Process weekly departmental payroll in coordination with trade foreman and supervisors ensuring accuracy of both timesheets and electronic scans.
• Prepare and implement documentation of daily and weekly overtime lists for the union workforce ensuring accuracy of overtime equalization lists.
• Coordinate with the Purchasing Department to prepare and submit requisitions for required goods and services.
• Track and reconcile basic expenses and invoices, ensuring compliance with company policies.
• Manage routine office communications, ensuring timely responses and professional correspondence with stakeholders.
• Identify minor process inefficiencies and suggest improvements to enhance administrative workflows.

Requirements

• Associate’s Degree or higher.
• 5+ years of progressive, related experience required.
• Must be computer literate and have a working knowledge of Microsoft 365 Office Suite.
• Must be able and willing to learn cloud-based administrative software.
• Strong organizational and analytical skills.
• Excellent oral and written communication skills.
• Ability to communicate effectively with others.
• Must be a self-starter and able to work effectively with minimal supervision.

Work Environment

Primarily an office-based position requiring prolonged periods of sitting, frequent computer and telephone use, and repetitive hand movements for data entry, payroll processing, document management, and other administrative tasks. Occasional walking, standing, and lifting of files or office materials up to 30 pounds may be required. The work is performed in a professional office environment with periodic travel to other NYRA locations as needed to support departmental operations.

Pay

$20.54 - $27.73 per hour.