Administrative Assistant / Coordinator (Entry Level)

Position Overview

We are seeking a highly organized, proactive Administrative Assistant to support a dynamic, fast-paced team. This contract position (1 year with possible extensions) starts immediately and is located at The Helmsley Building, 230 Park Avenue, New York, NY 10169 (next to Grand Central Terminal). The schedule is Monday to Friday, 8:30am–5:30pm (includes a lunch hour, which is not billable time). Compensation: $20–$30/hour (depending on experience).

Key Responsibilities

• Act as the administrative backbone of the team, ensuring smooth day-to-day operations
• Coordinate and maintain an accurate, up-to-date project calendar and team schedule (via Outlook and Monday.com)
• Track team activities, assignments, and deliverables
• Manage email correspondence, phone calls, and communication with clients, contractors, and vendors
• Organize resources and ensure the team has what they need before field/site visits
• Maintain records and internal filing systems
• Proactively identify and resolve scheduling issues
• Assist with drafting communications and internal updates
• Keep open lines of communication while the team is on-site
• Occasionally assist with simple project tracking tasks (no technical project work)

Required Qualifications

• Bachelor’s Degree
• Excellent written and verbal communication skills
• Proficient in Microsoft Office Suite
• Highly organized with sharp attention to detail
• Able to multitask and prioritize effectively
• Strong interpersonal skills and professional demeanor

Preferred Qualifications

• Familiarity with Monday.com or other task/project management tools
• Experience in the architecture/engineering/construction (AEC) industry
• Comfortable managing sensitive information

Benefits & Perks

• Compensation: $20–$30/hour (depending on experience)
• Non-Working Days (8 Days Accounted for in Contract Rates): New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day After Thanksgiving, Christmas Day, Day Before or After Christmas (as designated)
• Performance-Based Incentives: Eligible for performance-based bonuses twice per year, subject to contract terms

Company Description

High Maintenance NY, Inc. is an M/WBE Certified architectural and engineering firm specializing in:

• Façade Inspection and Safety Program (LL11 FISP)
• Parking Structures (LL126)
• Retaining Walls (LL37/08)

Our team holds the required OSHA Certifications for façade inspections via boom lift, suspended scaffold, supported pipe scaffold, and industrial rope access (SPRAT Certified). We work closely with NYC Building Owners and Property Managers to ensure compliance with local laws and maintain building safety.