Administrative Assistant Project Coordinator

Gibbons Pools Inc. is a leading pool construction and service company based in Islandia, NY, recognized as a Top 50 Pool Builder by Pool & Spa News. We’re looking for an Assistant Project Coordinator to support our Project Coordinator and keep our office and field operations running smoothly. This is a detail-oriented administrative role ideal for someone organized, dependable, and comfortable juggling paperwork, deadlines, and subcontractor communication.What You’ll Do•   Assist the Project Coordinator with day-to-day office administration across construction and service operations•   Process payroll and maintain accurate time records•   Track and update job costing; help keep project budgets current•   Prepare, issue, and track work orders•   Maintain and renew company licenses, certifications, and registrations•   Collect, verify, and update insurance documents and certificates of insurance (COIs), including subcontractor coverage•   Coordinate and communicate with subcontractors on documentation, scheduling, and compliance•   Maintain organized project files, records, and correspondence•   Provide general administrative support (data entry, filing, phones, scheduling)What We’re Looking For•   [1–3] years of administrative experience, preferably in construction, contracting, or a related field•   Strong organizational skills and attention to detail•   Experience with payroll and/or job costing a plus•   Comfortable with spreadsheets and [QuickBooks / your software]•   Ability to manage multiple deadlines and follow through independently•   Clear, professional communication skillsQualificationsStrong project coordination and project management skills to help plan, track, and support multiple projects and priorities.Effective verbal and written communication skills to interact with clients, vendors, and internal team members in a clear and professional manner.Proficient administrative assistance skills, including calendar management, document preparation, filing, and data entry with attention to detail.Analytical skills to review project information, identify discrepancies, and support accurate reporting and problem-solving.Proficiency with office software (e.g., Microsoft Office or Google Workspace) and the ability to learn internal systems quickly.Strong organizational and time-management abilities, with capacity to handle competing deadlines in a fast-paced environment.Prior experience in construction, service, or related industries is beneficial but not required.High school diploma or equivalent required; additional coursework or a degree in business, administration, or a related field is a plus.