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Toby

Administrative Assistant

New York, New York, United States · On-site

$65k–$80k/yr

Mid level

Benefits: 401(k) Competitive salary Dental insurance Flexible schedule Health insurance Opportunity for advancement Paid time off Training & development Tuition assistance Vision insurance Job Summary We are seeking a mo…

Skills: Scheduling, Calendar Management, Document Tracking, AP/AR, Project Documentation

Administrative Assistant

Toby

New York, New York, United States • On-site

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Mid level

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  • $65k–$80k/yr
  • Full-time
  • bachelor degree
  • 401(k), Competitive Salary, Dental Insurance, Flexible Schedule, Health Insurance, Opportunity For Advancement
  • Posted 54d ago
  • ~40 hrs/week

Responsibilities

Provide comprehensive clerical and administrative support to ensure smooth office operations and day-to-day coordination. Assist with proposal preparation, document tracking, and internal communication content creation.

Requirements

Requires 3 to 5 years of experience as an Office Coordinator, preferably within a construction setting. Proficiency in Adobe Creative Suite and Microsoft Office is essential, with a bachelor's degree or administrative training preferred.

Full job description

Benefits:
  • 401(k)
  • Competitive salary
  • Dental insurance
  • Flexible schedule
  • Health insurance
  • Opportunity for advancement
  • Paid time off
  • Training & development
  • Tuition assistance
  • Vision insurance
Job Summary
We are seeking a motivated and outgoing an Administrative Operations Coordinator to join our team in our Queens, NY location. In this role, you will provide a variety of clerical and administrative support to our employees, ensuring the office runs smoothly and efficiently. You will support day-to-day administrative operations.

Responsibilities
  • Scheduling, meeting preparation, calendar management, filing, scanning, and office coordination.
  • Assist internal departments with document tracking, organization, and deadline management.
  • Support onboarding tasks, administrative forms, and internal documentation needs.
  • AP/AR and office operations coordination.
  • Project documentation and compliance support.
  • Help create content for internal and external communicators.
  • Ensure compliance with brand guidelines, writing standards, and submission.
  • Assist with preparation of RFIs, RFQs, and RFP submissions.
  • Coordinate proposal components across departments (Estimating, PMs, subcontractors).
  • Draft, review, and update project sheets, resumes, capability statements, and forms.
  • Help prepare materials needed for business development outreach.
Qualifications
  • Bachelor Degree or administrative training is preferred.
  • 3 to 5 years experience as an Office Coordinator or in construction setting.
  • Adobe Creative Suite (InDesign, Illustrator, and Photoshop).
  • Familiarity and knowledge with AEC terminology and proposal processes is a plus.
  • Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint
  • Highly organized with excellent time management skills and the ability to prioritize projects
Benefits:
  • 401(k)
  • Bonus based on performance
  • Competitive salary
  • Dental insurance
  • Flexible schedule
  • Health insurance
  • Paid time off
  • Training & development
  • Tuition assistance
  • Vision insurance
Benefits/Perks
  • Competitive Compensation
  • Paid Time Off
  • Career Growth Opportunities

Related keywords

AEC TerminologyProposal ProcessesAdobe Creative SuiteInDesignIllustratorPhotoshopMicrosoft OfficeAP/ARRFIRFQRFPConstruction IndustryAdministrative OperationsDocument ControlBusiness Development Outreach

About Toby

LinkedInVisit site

Get More Done.

Industry
Consumer Services
Company size
51-200 employees
Founded
2016
Headquarters
Hong Kong, Hong Kong
LinkedIn followers
1,269

Toby aims to improve lives by connecting people with service needs to professionals with skills. Founded in 2016, Toby has been spreading our services across Asia. Today, Toby has already served over 1M people just a click away. Toby does not only nurture users and professionals but, more importantly, our team. Our team includes high calibers from diverse backgrounds who are passionate about the work and their life. We explore opportunities for our teams and appreciate the aptitude of every team member. We are Toby. Together, we shine and get all done.

Offices: Nam Wo Hong Building, 148 Wing Lok Street, Hong Kong, Hong Kong 00000, HK

View all jobs at Toby

About Toby

LinkedInVisit site

Get More Done.

Industry
Consumer Services
Company size
51-200 employees
Founded
2016
Headquarters
Hong Kong, Hong Kong
LinkedIn followers
1,269

Toby aims to improve lives by connecting people with service needs to professionals with skills. Founded in 2016, Toby has been spreading our services across Asia. Today, Toby has already served over 1M people just a click away. Toby does not only nurture users and professionals but, more importantly, our team. Our team includes high calibers from diverse backgrounds who are passionate about the work and their life. We explore opportunities for our teams and appreciate the aptitude of every team member. We are Toby. Together, we shine and get all done.

Offices: Nam Wo Hong Building, 148 Wing Lok Street, Hong Kong, Hong Kong 00000, HK

View all jobs at Toby

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