Administrative Assistant

ManpowerGroup • New Windsor, NY • 3h ago

?? Full-Time | Monday-Friday | 8:00 AM - 5:00 PM

?? Hourly Rate: $25-$27 (based on experience)

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to support multiple departments including Estimating, Contract Administration, Project Management, and Recycling Operations . This role is ideal for someone who enjoys juggling priorities, working with data and documents, and supporting fast-paced office and field operations.

Construction industry experience is a plus, but not required . Strong administrative skills, bookkeeping knowledge, and proficiency with Microsoft 365 are key to success in this role.

Key Responsibilities

Bid Document & Estimating Support

Order and manage bid documents as directed by the Estimating team

Assign job numbers and upload bid documents to the company server

Maintain electronic and physical bid calendars

Enter and upload bid quantities into HeavyBid (including NYSDOT downloads)

Solicit subcontractors and suppliers; track bid participation and intentions

Solicit and document MWBE subcontractors and suppliers per NYSDOT requirements

Organize and save electronic price quotes; maintain hard copies as required

Order bid bonds and assist with bid document preparation and signatures

Contract Administration Support

Provide overflow support to the Contract Administrator team

Maintain subcontractor insurance records and update tracking spreadsheets

Assist with certified payroll contractor payments through EBO

Project Management Support

Print and organize plan sheets

Upload and manage documents in PlanGrid

Assist with job trailer setup and ongoing maintenance

Recycling & Sales Support

Enter daily or bi-weekly recycling sales tickets into spreadsheets

Invoice customers twice per month

Update sales and revenue tracking spreadsheets

Maintain customer pricing master files

Work with Recycling Manager on customer proposals

Independently follow up on aging receivables (60+ days)

Submit annual sales data to DEC

Maintain delivery manifests and related compliance files

Premier, CSHV & Miscellaneous Support

Answer and direct incoming phone calls professionally

Process Premier monthly invoicing and credit card reconciliations

Handle billing, invoicing, and bank reconciliations for CPI, CPII, and Anna Properties

Qualifications

Prior experience in an administrative or office support role

Basic to intermediate bookkeeping or accounting knowledge

Proficiency with Microsoft 365 (Excel, Word, Outlook)

Strong phone etiquette and customer communication skills

Excellent organization, attention to detail, and follow-through

Ability to manage multiple priorities independently

? Construction industry experience is a plus, but not required

ManpowerGroup is committed to providing equal employment opportunities in a professional, high quality work environment. It is the policy of ManpowerGroup and all of its subsidiaries to recruit, train, promote, transfer, pay and take all employment actions without regard to an employee's race, color, national origin, ancestry, sex, sexual orientation, gender identity, genetic information, religion, age, disability, protected veteran status, or any other basis protected by applicable law.

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