Project Administrator - Administrative Assistant

Job Description – Project Administrator

Weltmann Lighting is a commercial lighting distributor with offices in Hicksville, NY.  Weltmann Lighting meets the lighting needs of a broad client base. Its mission is to assist clients in successfully solving the most challenging construction projects and exceed expectations for quality and on-time delivery.

We are seeking an individual who is smart, ambitious, organized and is very knowledgeable with computers to perform the required tasks of a Project Administrator.

Summary Objective

The Project Administrator is an administrative and support position for Weltmann Lighting. Job responsibilities include typing, filing, emailing, scheduling,

coordinating meetings and conferences, obtaining supplies, direct mailings and working on special projects. Performs additional duties such as telephone

reception for incoming calls, greets visitors and administers incoming/outgoing packages and mail.  Deals with a diverse group of important external callers

and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. This position works closely with both our Estimating and Project Management Teams as well as working on special projects as they arise.

Qualifications

• Minimum 1-2 years’ experience is preferred as an Administrative Assistant

• Accuracy and attention to detail

• Excellent organizational and follow-up skills; ability to multi-task

• Ability to meet deadlines, handle various projects simultaneously, work effectively in a demanding environment, and be willing to go the extra mile

• Excellent computer skills (MS Office/Excel/Outlook/Adobe Acrobat Pro)

• Strong interpersonal, written and oral communication skills

• Willingness to learn and take on projects

• Team player with ability to interface with all levels of management

• Associates or Bachelor’s degree preferred but not required

• Experience in the construction industry is a plus

Job Responsibilities (essential functions)

• 
  Assist team with project launch and document recording
• Assist Project Management Department with record-keeping, document maintenance and material tracking
• Provide support to corporate officers and staff in a professional and organized manner
• Creation and modification of schedules and information using Excel
• Attend meetings and prepare minutes
• Telephone reception
• General office organization and cleanliness
• Receive and stamp mail
• Create fedex/ups labels and packages for outgoing
• Receive packages and create a receiving document
• Greet all visitors
• Schedule company events and record them on a company calendar
• Schedule conference room time
• Other responsibilities as assigned