Administrative Assistant

About This Role

As an Administrative Assistant for the Long Island division, you will manage compliance, facilities, and project filings. You will bridge corporate HR/IT functions with field operations and ensure precision in administrative tasks.

Responsibilities

• Assist with BEC and FDNY regulatory filings, ensuring accuracy and timely submissions
• Coordinate with Project Managers to close out all regulatory requirements
• Support recurring ISO policy and compliance requirements by maintaining physical security logs (server room access, guest sign-ins)
• Ensure records are audit-ready
• Manage employee rosters and track all field staff certifications, trainings, and electrical licensing requirements through The Onion platform
• Coordinate with HR and Field teams to track new hire activities, policy acknowledgments, and equipment returns
• Reconcile monthly expenses, invoices, and BMO expense reports
• Act as the primary point of contact for facility-related vendors (HVAC, plumbing, copier maintenance)
• Manage contract renewal dates for utilities and internet services
• Prepare non-technical monthly reports regarding IT training, cellular usage, and hardware inventory
• Oversee the daily needs of the Bethpage office, including ordering breakroom/office supplies and maintaining vehicle logs
• Serve as a liaison for satellite office points of contact to ensure company-wide policy alignment

Benefits