Administrative Coordinator, Environmental in Latham, New York at C.T. Male Associates

Location: Latham, NY, US 12110
Job Type: Full Time
Job Classification: Hourly
Exemption Type: Non-Exempt
Education: High School Diploma / GED
Travel: None
Description

C.T. Male Associates, a multi-discipline engineering, environmental, surveying, and architectural firm in the Northeast is seeking an Administrative Coordinator to join the Environmental Services Division in our Latham, NY office. Join our team and play an integral role in keeping a fast-paced division running smoothly. In this administrative role, you’ll work closely with project managers and technical staff, helping coordinate the day-to-day details that keep projects and the Division moving forward.

What You’ll Do:

• Serve as the primary administrative support for the Environmental Services Division. Tasks include calendar and meeting management, travel arrangements, registrations and license renewals.
• Act as the division's main point of contact, answering and routing calls and handling general inquiries.
• Prepare, format, and proofread letters, proposals, cost estimates, contracts, technical service change orders, and master subcontract agreements for project manager review.
• Process expense reports and manage receipts for the division credit card.
• Create project authorizations and process project adjustments and closeouts.
• Prepare accurate client invoices in compliance with contractual terms and client billing requirements.
• Assist in providing project financial reports and flagging issues for project managers.
• Maintain organized project files, documentation, and financial records in accordance with company policies and procedures.
• Keep client and project contact information up to date in Deltek Vantagepoint.

Pay Range: $24.00 - $32.00 per hour, paid weekly, commensurate with experience and qualifications.

Requirements

What We’re Looking For:

• High school degree required, Associate’s degree in Business, Finance, Marketing, Architecture, Engineering, or a related field preferred.
• Three (3) or more years of experience in administrative or related roles.
• Proficiency with Microsoft Office and PDF applications, particularly Excel, Word, Outlook, and Teams.
• Familiarity with, or ability to learn and become proficient in, Deltek Vantagepoint and other business management software platforms.
• Proactive and resourceful, with strong communication, organizational, records management, analytical, and problem-solving skills.
• A high level of accuracy and attention to detail is required.
• A willingness to learn and develop new skills.

Benefits & Perks:

• Competitive salary & performance-based bonuses.
• Comprehensive benefits package (health, dental, vision, retirement, etc.).
• Professional development support (training, conferences, certifications).

Come join a company where your talents and motivations are rewarded.

EOE, including disability/vets.