Project Administrative Assistant

Overview:

The Project Administrative Assistant in the Components Division is responsible for providing comprehensive administrative support with a focus on truss-related operations. This includes entering and generating quotes/orders for trusses, preparing reports, jobsite paperwork, assisting the general manager and design manager, and project coordination. This role requires ongoing communication with plant personnel to ensure truss orders are processed accurately and efficiently. Strong belief in the mission and goals of Triangle Building Products is essential for success in this position. Responsibilities, including but not limited to:

• Answering phones and delegating to appropriate personnel
• Provide comprehensive operational support to the General Manager of the Components Division, supporting wall panel, floor and roof truss quotes, production, and deliveries.
• Data entry for purchase orders, sales orders and production remans into our ERP System (DMSI Agility) and Project Management Software (MiTek Management)
• Manage internal communications, and departmental workflow coordination
• Maintain and manage paper and digital filing systems for efficient record-keeping
• Import project plans or design files into Project Management Software for quoting and production purposes and ensuring correct specifications, quantities, and costs.
• Review, organize and release design files for wall panel, floor, and roof truss production by coordinating with our design and production team
• Coordinate and track RFPs (request for proposals), bid responses, proposals, and cross-department collaboration
• Develop and maintain production tracking spreadsheets to support scheduling accuracy and operational reporting, and analyze weekly and monthly production reports to support operational efficiency and improve workflow
• Prepare and organize jobsite packages, ensuring all required safety documents, sealed designs, and truss placement layouts are included
• Purchase and track hardware and lumber/EWP as needed for projects
• Prepare and submit proposals based on projects' material, hardware, labor, and submit within customers' requirements
• Process customer billing and invoicing by preparing accurate invoices, verifying order and account details, and ensuring timely distribution of billing documentation
• Additional tasks as required by executives, management or production team

Requirements :

• High school diploma or GED equivalent required.
• Associate degree in business administration, or related field preferred.
• Two years of administrative office experience, or combination of education and experience.

Skills/Qualifications:

• Attention to detail: Accuracy in reviewing documents, processing orders, maintaining databases, and ensuring completeness of project and production documentation.

Organization:

Strong ability to manage multiple projects, maintain filing systems, track deadlines, and prioritize competing tasks effectively.

Communication:

Excellent written and verbal communication skills with the ability to collaborate professionally with customers, vendors, management, production teams, and design personnel.

Time Management:

Ability to coordinate multiple deadlines, monitor project progress, and ensure timely completion of administrative and operational tasks.

Customer Service:

Commitment to providing responsive, professional service while building and maintaining positive customer relationships.

Technical Proficiency:

Skilled in Microsoft Office Suite, including Excel, Outlook, and Word, with the ability to learn and utilize industry-specific software and ERP systems.

Team Collaboration:

Proven ability to work cross-functionally with management, design, production, purchasing, and accounting teams to support company objectives.

Pay:

$24.00 - $30.00 per hour

Benefits:

401(k) Dental insurance Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Retirement plan Vision insurance Application Question(s): Do you have any experience working in the construction, manufacturing, building materials, or related industries? Do you have experience with billing, invoicing, purchasing, proposals, or order processing? Are you available to work Monday through Friday, 7:30 AM - 4:00 PM in Medford, NY? Are you comfortable with software programs or willing to learn? (Microsoft Excel, Outlook, ERP systems, project management software, etc.)

Experience:

Administrative:

2 years (Required)

Language:

Spanish (Preferred)

Work Location:

In person