Administrative Assistant

Administrative Assistant – Contracting Service Operations

Company

City Building Services Location: Lower Manhattan, New York, NY Job Type: Full-Time | Hybrid Compensation: $24.00–$26.00 per hour, commensurate with experience and qualifications Schedule: Monday–Friday | 4 days in-office, 1 day remote

About City Building Services

City Building Services is a New York City-based contracting and building services company providing professional services to commercial properties throughout the New York metropolitan area.

We are seeking a highly organized, detail-oriented, and dependable Administrative Assistant to support our daily business operations, with a particular focus on providing administrative and executive support to the Operations Manager.

The ideal candidate is proactive, professional, comfortable managing multiple priorities, and capable of handling administrative and financial responsibilities in a fast-paced environment.

Key Responsibilities

Administrative & Executive Support

• Provide day-to-day administrative and executive support to the Operations Manager and company leadership.
• Draft, manage, and respond to professional email correspondence with clients, subcontractors, and internal personnel.
• Coordinate calendars, meetings, appointments, and operational schedules.
• Prepare, format, and maintain business correspondence, reports, proposals, contracts, and other company documentation.
• Maintain organized electronic and physical filing systems, ensuring accurate recordkeeping and timely access to important documents.
• Assist with tracking project deadlines, following up on outstanding requests, and coordinating administrative matters across active projects.

Invoicing, Billing & Financial Administration

• Prepare, process, and track client invoices, billing statements, and payment documentation.
• Monitor outstanding invoices, maintain accurate billing records, and assist with payment follow-ups.
• Support project budget tracking, expense monitoring, and cost reconciliation.
• Assist with reviewing project expenditures, identifying billing discrepancies, and maintaining accurate financial records.
• Coordinate with management and accounting personnel regarding vendor payments, purchase orders, and other financial documentation.
• Prepare and maintain spreadsheets, expense summaries, and financial tracking reports.

Contracting Operations & Project Coordination

• Provide administrative support for ongoing contracting and building services projects.
• Maintain project documentation, including work orders, contracts, vendor information, schedules, and related correspondence.
• Communicate with clients, building management representatives, subcontractors, and suppliers to facilitate smooth day-to-day operations.
• Assist with coordinating material orders, service requests, and project-related documentation.
• Track outstanding administrative tasks and provide timely updates to the Operations Manager.
• Perform additional administrative and operational duties as needed to support the company's overall efficiency.

Qualifications & Requirements

• High school diploma or equivalent required. Associate's or Bachelor's degree preferred.
• 3–5 years of relevant administrative experience, preferably in contracting, property management, building services, or a related industry.
• Previous experience supporting senior management, operations teams, or executives is strongly preferred.
• Experience with invoicing, billing, expense tracking, and basic financial administration.
• Proficiency in Microsoft Office, particularly Outlook, Excel, and Word.
• Strong written and verbal communication skills, with the ability to prepare clear and professional business correspondence.
• Excellent organizational skills, attention to detail, and ability to manage competing deadlines.
• Ability to work independently, exercise sound judgment, and handle confidential business information with discretion.
• Professional, dependable, and solution-oriented approach to daily responsibilities.
• Familiarity with accounting, invoicing, or project management software is an advantage.

Compensation & Benefits

• Hourly compensation: $24.00–$26.00, depending on relevant experience, qualifications, and skills.
• Hybrid work arrangement: Four days per week at our Lower Manhattan office and one day working remotely.
• Paid holidays: All major holidays observed by the company.
• Paid time off: One week (five working days) of paid vacation during the first year of employment.
• Opportunity to work closely with senior management and gain hands-on experience in construction operations, business administration, and project coordination.
• Collaborative, professional working environment with opportunities to take on additional responsibilities as the company grows.

How to Apply

Interested candidates should submit an updated resume highlighting relevant administrative, billing, financial coordination, and office management experience.

City Building Services is looking for a reliable and resourceful professional who takes initiative, values accuracy, and can contribute meaningfully to the efficiency of our day-to-day operations.

City Building Services is an Equal Opportunity Employer.

Pay: $24.00 - $26.00 per hour

Expected hours: 40.0 per week

Benefits

• Paid time off
• Professional development assistance

Work Location: In person