Administrative Coordinator, Environmental

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.