Administrative Coordinator for Hoist Operations Manager

Arsenal Scaffold Inc. is seeking a highly organized and dependable Administrative Coordinator to directly support the Hoist Operations Manager in the day-to-day administration of our hoist division. This role is critical to ensuring efficient communication, scheduling, document management, and administrative support for ongoing construction and hoist-related projects throughout the metro New York area.

The ideal candidate will have prior experience working in the construction industry, strong administrative skills, the ability to manage multiple time-sensitive priorities, and excellent communication skills. Experience with construction hoist operations is strongly preferred.

Bilingual fluency in both English and Spanish is required.

As Administrative Coordinator, your primary responsibilities will be to:

·         Answering the phone and discussing project deadlines.

·         Assist the Hoist Operations Manager with all daily administrative functions related to active hoist projects.

·         Prepare, coordinate, and distribute daily and weekly work schedules for field crews.

·         Answer incoming calls and communicate professionally with clients, vendors, field personnel, and project teams regarding project timelines and scheduling matters.

·         Track project deadlines and assist in coordinating time-sensitive operational requirements.

·         Serve as a liaison between clients, contractors, and internal management.

·         Maintain and manage department calendars, appointments, project schedules, and operational deadlines.

·         Maintain organized digital project folders and physical filing systems for active and completed jobs.

·         Utilize Sage CRM to manage project information, scheduling updates, customer records, and operational data.

·         Enter and maintain accurate project data, documentation, and internal records.

·         Support communication between field operations and office staff to ensure smooth project execution.

·          Prepare reports, internal documents, and administrative paperwork as needed.

·         Assist with document tracking related to permits, insurance certificates, project requirements, and compliance documentation.

·         Provide general administrative support to the Hoist Operations department.

·         Perform other duties as assigned by management.

Administrative Coordinator Skills and Qualifications:

·         Flexibility

·         Communication Proficiency

·         Written and verbal communication skills

·         Collaboration Skills

·         Customer/Client Focus

·         Technical Capacity

Supervisory Responsibility 
This position has no supervisory responsibilities.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The role requires frequent communication with field personnel and project management teams supporting active construction operations.

Benefits

·         Health Insurance

·         401K

·         Paid Time Off

Travel 

 Travel between company facilities located in West Babylon.  

Required Education and Experience

·          High School Diploma or equivalent required

·         Two (2) to Five (5) years of administrative or construction-related office experience preferred

·         Equivalent work experience may be considered in lieu of formal education

·         Construction industry experience strongly preferred

·         Bilingual English/Spanish is mandatory for this position.

Work Authorization/Security Clearance (if applicable)
           US Citizenship or legal authorization to work in New York State

Salary Grade
Depending on experience