Administrative Assistant (Document Control)

 Immediate Opening                                                               Date: July 3, 2025

Job Title:        Administrative Assistant (Doc Ctrl)        Submit by:     July 28, 2025

Location:        In-Person (1 Liberty Office, NYC)           Type:              Full Time, 8am-5pm

Rate:              $38-$40 per hour                                   Industry:        Construction

Summary: 

Haas Media LLC is seeking an Administrative Assistant (AA) to work in-person at the 1 Liberty office, NYC. The ideal candidate will have 2-3 years of experience as an Administrative Assistant.  The candidate must also have 1-2 years of experience as a document control experience.  The candidate will be responsible for making phone calls and creating correspondence, preparing and processing documentation. The ideal candidate must have a data entry experience. 

Other Key Responsibilities:

• Assist in the creation and implementation of document control procedures
• Ensure documents are appropriately labeled, filed, and accessible to authorized personnel
• Assist project managers and team members with administrative tasks, including document preparation, report generation, data entry, and correspondence.
• Coordinate meetings, appointments, and travel arrangements for project staff, visiting teams, and stakeholders.
• Maintain project files, records, and databases, ensuring accurate and efficient documentation of project activities.
• Manage incoming and outgoing project correspondence, emails, and phone calls, directing inquiries to the appropriate personnel.
• Support procurement activities, including purchase orders, invoices, and vendor coordination.
• Assist in organizing project events, team building activities, and office functions to foster a positive work environment.
• Collaborate with internal departments, contractors, and external partners to facilitate communication and information flow.

Qualifications and Experience

High school diploma or equivalent; additional certification in Office Administration or related field is a plus.

Proven experience as an Administrative Assistant, Office Administrator, or similar role, preferably in a construction or engineering environment.

Proficiency in Microsoft Office suite (Word, Excel, PowerPoint), email management, office software, and Kahua.

Strong organizational skills, attention to detail, and ability to multitask effectively in a fast-paced environment.

Excellent communication, interpersonal, and teamwork abilities.

Ability to maintain confidentiality, handle sensitive information, and prioritize tasks efficiently.

Send resume and cover letter to Haas Media at tina@haas-media.com