1+ months

Administrative Assistant

Albany, NY 12207
Be involved in projects with our PMCM  Team and be a part of a growing organization that meets our client’s objectives and solves their challenges.
At WSP, we are driven by inspiring the right people to be part of our future-focused business objectives. Our devotion to teamwork has allowed us to build communities and expand our skylines. Here at WSP, anything is within our reach and yours as a WSP employee. Come join us and help shape the future!
WSP is currently initiating a search for an Administrative Assistant (Division of Codes & Construction) for our client's Albany Offices.
Duties and Responsibilities:
  • Intake and processing of forms and drawings required to issue Construction Permits, Temporary Approval for Occupancy (TAO) and Code Compliance Certificates (CCC).
  • Review, investigate and resolve issues with documentation prior to processing, conveying issues to project staff as they arise.
  • Log all incoming requests for Permits/TAO’s/CCC’s in tracking system and in online project folder.
  • Prepare Permits/TAO’s/CCC’s and corresponding cover letters for Code Compliance Manager’s review and approval.
  • Create and maintain project folders in compliance with the New York State Records Retention & Disposition Schedule.
  • Update tracking system for all approved Permits/TAO’s/CCC’s
  • Distribute permits/TAO’s/CCC’s to project staff and mail original wet signature copies of documents to the facility.
  • Facilitate meetings and presentations, including preparing presentations and setting up webinars.
  • Maintain priority list to keep the team on track with critical deadlines.
  • Continued follow-up with staff and clients to ensure that they provide the necessary information to meet the goals of the Permit Group, the Client and OGS D&C.
  • Run weekly permit reports and follow-up with OGS staff accordingly.
  • Work hours are 7am-3:30pm.
Talent is the essence of meeting our client’s objectives, goals and challenges.  If this sounds like a fit for you, we’d love to have that first discussion of you joining our team.


Minimum Qualifications:
  • Minimum of 0-2 years of administrative experience to include construction and some accounting experience
  • High School Diploma,
  • Experience with computers, word, excel, Bluebeam, outlook.
  • Ability of drafting business letters.
  • Ability to maintain files.
  • Excellent organizational and interpersonal skills
  • Strong verbal and written communication skills
  • Demonstrate ability to exercise responsible and ethical decision-making regarding company funds, resources and conduct.
  • Proven ability to adhere to WSP’s Code of Conduct and related policies and procedures.
  • This hire will be contingent upon client selection and successful background check.
  • Exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP’s Code of Conduct and related policies and procedures.
  • Proven track record of upholding workplace safety and ability to abide by WSP’s health, safety and drug/alcohol and harassment policies.
This role is subject to a client mandated drug/alcohol testing policy. As such, employee may be subject to random drug/alcohol tests. A copy of the client mandated drug/alcohol testing policy will be provided during employee onboarding and is available upon applicant request.
Preferred Qualifications
  • Bachelor's degree.
  • Construction administrative experience preferred
WSP USA is the U.S. operating company of one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the transportation, buildings, energy, water and environment sectors. With nearly 9,500 people in 150 offices across the U.S., we partner with our clients to help communities prosper. www.wsp.com/usa
WSP provides a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on a providing health and financial stability throughout the employee’s career.
At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base.  Your daily contributions to your team will be a key piece in our meeting client objectives, goals and challenges.  Are you ready to get started? 
WSP USA (and all of its US companies) is an Equal Opportunity Employer
Race/Age/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disability or Protected Veteran Status
The selected candidate must be authorized to work in the United States.
This position is subject to and contingent upon client approval of candidates put forth for consideration by WSP.


Posted: 2021-01-28 Expires: 2021-05-21

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Administrative Assistant

Albany, NY 12207

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