Administrative Assistant

Smith Group of Americas is seeking a highly organized, professional, and customer-focused Secretary / Administrative Assistant to support our Syracuse office. This role serves as the first point of contact for visitors, employees, clients, subcontractors, and vendors while providing administrative support across Operations, Human Resources, Finance, Estimating, and Executive Leadership.

Smith Group of Americas

Location:

Syracuse, NY

Employment Type:

Full-Time

Reports To:

Chief of Staff

Smith Group of Americas is seeking a highly organized, professional, and customer-focused Secretary / Administrative Assistant to support our Syracuse office. This role serves as the first point of contact for visitors, employees, clients, subcontractors, and vendors while providing administrative support across Operations, Human Resources, Finance, Estimating, and Executive Leadership.

• Answer and direct incoming telephone calls.
• Greet and assist visitors, clients, vendors, and applicants.
• Maintain a professional and organized front office environment.
• Manage office calendars, meeting schedules, and conference room reservations.
• Order and maintain office supplies and equipment.
• Process incoming and outgoing mail and deliveries.

• Assist company leadership with scheduling and administrative tasks.
• Prepare correspondence, reports, presentations, and meeting materials.
• Coordinate travel arrangements, hotel accommodations, and itineraries.
• Take meeting notes and distribute action items as needed.

• Assist with onboarding new employees.
• Coordinate background checks, drug screenings, and new-hire paperwork.
• Maintain employee files and training records.
• Support employee communications and company announcements.
• Assist with benefits administration and compliance documentation.

• Assist with invoice tracking and document routing.
• Support accounts payable and accounts receivable processes.
• Monitor and distribute remittance advice and payment notifications.
• Maintain accurate filing of financial records and documentation.
• Assist with expense reporting and credit card reconciliation.

• Maintain project files and electronic documentation.
• Upload and manage documents within Procore and SharePoint.
• Assist project managers and estimators with administrative requests.
• Track subcontractor compliance documents and certificates of insurance.
• Support certified payroll and prevailing wage documentation.
• Coordinate communication between field and office personnel.

• Create, edit, proofread, and format professional documents.
• Maintain digital and physical filing systems.
• Ensure confidential information is handled appropriately.
• Manage retention and archival procedures for company records.

• High school diploma or equivalent.
• 2+ years of administrative, office, receptionist, or secretarial experience.
• Strong proficiency with Microsoft Outlook, Word, Excel, Teams, and Adobe PDF.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to maintain confidentiality and professionalism.

• Experience in construction, engineering, professional services, or contracting industries.
• Experience with Procore, Quick Books, Ramp, SharePoint, or similar software.
• Associate's degree in Business Administration or related field.
• Experience supporting executives or multiple departments.

• Professional communication
• Customer service mindset
• Attention to detail
• Multitasking and prioritization

• Calendar and schedule management
• Document management