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Office Administrator / Admin Assistant (Brooklyn)
Pro Reno NYC Corp
254 36th St
compensation:
Hour based. Negotiable.
employment type:
full-time
experience level:
mid level
job title:
Office Administrator / Admin Assistant
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THE ROLE
You will be the first voice our clients hear and the person who keeps the office moving while the owner and crews are out on site. This is not a reception-only job. It is for someone who wants to be trusted with the whole front office.
WHAT YOU WILL DO
- Answer calls and emails from building owners, property managers, boards, subcontractors, and suppliers; log every new inquiry the same day.
- Manage the owner's calendar; schedule estimates, site visits, and inspections; coordinate building access with supers and managers.
- Follow up on proposals, open items, and unpaid invoices until they are closed.
- Prepare and send invoices and track payments received.
- Collect and track subcontractor insurance certificates, licenses, and renewal dates.
- Keep contracts, proposals, permits, and job records organized.
- Collect job-site photos from our crews each week for our website.
- Run the office: supplies, deliveries, visitors, vendors, and systems.
WHAT YOU BRING
- 2+ years running office administration for a busy small business
- Excellent written English and a calm, professional phone manner
- Strong Google Workspace or Microsoft 365 skills, including spreadsheets
- A habit of following up without being reminded and catching mistakes before they go out
- Comfort being polite but firm with clients and vendors, including about payments
- Available Monday to Friday, 8:30 AM to 5:00 PM, on-site in Sunset Park
BIG PLUSES
- Experience in construction, a trade business, property management, real estate, or an insurance
agency
- Familiarity with certificates of insurance, permits, lien waivers, DOB NOW, or FISP / Local Law 11
- QuickBooks or a CRM / job-management tool
WHAT WE OFFER
- Salary based on experience, with a pay review at 90 days
- Full-time, consistent Monday to Friday schedule
- New office at Industry City, easy to reach by subway
- Real ownership of how the office runs and room to grow
HOW TO APPLY
Reply to this post with your resume and short answers to both questions below. Use the subject line Office Administrator. Applications without answers will not be reviewed.
1. Tell us about a time you had several urgent things land at once. What did you handle first, and why?
2. What kind of office work do you enjoy most, and what kind do you avoid if you can?
Pro Reno NYC Corp. is an equal opportunity employer. We welcome applicants of every background. No staffing agencies, please.
- Principals only. Recruiters, please don't contact this job poster.