What are the responsibilities and job description for the Administrative Assistant / Secretary position at P.W.Scott Engineering and Architecture?
Company: P.W. Scott Engineering & Architecture, P.C.
Location: Brewster, NY
Type: Part-Time (Flexible; ideally 4 Days/Week)
Hours: 9:00 AM – 5:00 PM (negotiable)
About Us: P.W. Scott is a premier dual-disciplined firm in Brewster, NY, specializing in engineering and architecture. For over 30 years, we have provided comprehensive services ranging from site planning and structural design to commercial and residential architecture. Our team handles projects from initial computer modeling to final construction oversight.
Position Overview: We are seeking a reliable and detail-oriented Administrative Assistant to manage the day-to-day operations of our office. This is a 4-day-per-week position ideal for someone looking for a stable schedule in a professional environment.
While administrative experience is required, we are specifically looking for a candidate with a proactive attitude who takes an interest in the work we do.
Key Responsibilities
- Financial Administration: Utilize QuickBooks for basic bookkeeping, invoicing, and expense tracking.
- Document Management: Use Adobe Acrobat to compile, edit, and manage PDF documents (contracts, specifications, and design drawings).
- Correspondence: Manage email flow and calendar scheduling using Microsoft Outlook.
- Data & Reporting: Draft letters, memos, and reports in Microsoft Word and maintain project logs or spreadsheets in Microsoft Excel.
- Office Operations: Answer phone calls, greet visiting clients, and maintain physical and digital filing systems.
- Industry Learning: Assist architects and engineers with administrative tasks related to ongoing projects (e.g., site plan applications, environmental evaluations), providing a unique opportunity to learn the business.
Qualifications & Skills
- Software Proficiency (Required):
- QuickBooks: Must be comfortable navigating invoicing and basic accounting tasks.
- Microsoft Office Suite: Strong proficiency in Word and Excel is essential.
- Adobe Acrobat: Experience manipulating PDF files (combining files, editing text, etc.).
- Microsoft Outlook: Experience with email management and scheduling.
- Communication: Excellent verbal and written communication skills.
- Organization: Strong attention to detail and ability to prioritize tasks.
- Attitude: A genuine desire to learn about the architecture and engineering field.
Schedule
- 4 Days per week (Specific days to be discussed).
- 9:00 AM to 5:00 PM (Flexible)
How to Apply Please send your resume and a brief cover letter explaining your interest in the position.
Pay: $25.00 - $40.00 per hour
Expected hours: 30.0 – 40.0 per week
Benefits:
- Flexible schedule
Work Location: In person
Salary : $25 - $40