Mid-Level Administrative Assistant

Title: Mid-Level Administrative Assistant

Salary range: $75-95k, plus bonus potential and benefits

Location: NYC office

Job description

Summerhill Associates, a division of Summerhill Landscapes, is seeking an experienced Administrative Assistant to join our growing team. Built on a philosophy of applying the lessons of high-level horticultural education to the execution of work in the field, the Summerhill team is a true collective, with over 350 years of field experience and 100 years of college level education directly related to the study of horticulture. The firm's passion is to build and maintain extraordinary gardens, and it does so with an ardent sensibility, deep experience, and a love of the land.

Job Responsibilities:

• Provide administrative support for the day-to-day operations of the Landscape Construction and Maintenance Departments in an efficient, organized manner with a strong sense of urgency
• Track the full cycle of all insurance documentation within the departments
• Maintain an organized filing system (hard copy and soft copy)
• Maintain an organized spreadsheet reflecting estimates to be generated, approved contracts, and contracts to be invoiced
• Process all transactions relating to the construction and maintenance departments within SAP
• Monitor AIA contracts and billing for select projects
• Prioritize workload, resolve problems, and pay attention to details
• Work with the team to create estimates for new work for existing and new clients
• Collect, organize, and process invoices from subcontractors
• Ensure all materials and expenses are consumed/costed to the appropriate projects within SAP
• Process client invoices and handle full cycle of invoicing up to collections
• Correspond professionally with clients (via phone and email) regarding their properties, appointments, invoice questions, estimates, etc. and always maintain the highest level of customer service
• Check emails and respond to or direct to proper staff member(s) in a timely manner; when receiving communications from clients, aim to respond within 24 hours
• Work to learn the idiosyncrasies of each client and develop a rapport with each client as a trusted first point of contact
• Track deposits for projects and notify appropriate staff member(s) as they are received
• Assist with responding to incoming calls at the office, accurately record all messages as needed and notify the appropriate staff member(s)

Looking to fill position ASAP. Role will be on-site in our NYC office which is located in Union Square.

Required Skills/Abilities:

• AIA billing experience is required
• Experience with Excel (required) and SAP (preferable).
• Highly proficient in Microsoft Office Suite or related software.
• 4 years plus of administrative experience in the construction or architecture industry.
• Available to work on site fulltime in our NYC office.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Ability to work independently.