Administrative Assistant in Syracuse, New York at Smith Group Americas

Administrative Assistant

Smith Group of Americas
Location: Syracuse, NY
Employment Type: Full-Time
Reports To: Chief of Staff

Position Summary

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.

The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities in a fast-paced construction environment. This position plays a key role in ensuring smooth day-to-day office operations and supporting the continued growth of our organization.
Key Responsibilities
Front Office & Administrative Support
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.

Executive & Leadership Support
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.

Human Resources Support
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.

Accounting & Finance Support
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.

Construction Operations Support
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.

Document & Records Management
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.

Qualifications
Required
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.

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

Skills & Competencies
Professional communication
Customer service mindset
Attention to detail
Multitasking and prioritization
Problem solving
Calendar and schedule management
Document management
Data entry accuracy
Team collaboration
Initiative and accountability

Compensation & Benefits

Entry Level: $22.00 - $24.00 per hour
Experienced: $24.00 - $28.00 per hour

Benefits may include:

Health, Dental, and Vision Insurance
Paid Time Off
Paid Holidays
401(k) Program
Professional Development Opportunities
Employee Wellness Programs
Career Advancement Opportunities
About Smith Group of Americas

Smith Group of Americas is the parent company of SGTR, LLC, E. Smith Contractors, LLC, and SGTR RJO JV. We provide construction, maintenance, facility, and infrastructure solutions throughout the United States. Our team is committed to operational excellence, employee development, and delivering exceptional service to our clients.

Smith Group of Americas is an Equal Opportunity Employer.