Key Responsibilities
Submit payroll data on behalf of staff each cycle (manual process until automated)
Serve as the point of contact between the team and payroll provider, ensuring timely and accurate submission
Request certificates of insurance (COIs) from the broker for projects, vendors, and contracts as needed
Track COI requests through to completion and maintain records for project files
Collect client information (W-9), and set up them up in our business systems
Support billing and invoicing workflows; assist with accounts receivable follow-up as needed
Book employee travel per existing SOP (refundable fares, corporate travel accounts)
Coordinate scheduling and logistics for field engineers and leadership travel
Provide direct administrative support to the Vice President and Operations Director, including calendar management, correspondence, and task follow-up
Assist with document preparation and light project coordination as needed
Serve as a central administrative point of contact across business units
Handle administrative projects as priorities shift across business lines
Qualifications
2+ years of administrative or coordinator experience; exposure to payroll submission, insurance/COI requests, or customer onboarding processes a plus (not required to have owned these functions)
Comfortable handling confidential financial and personnel data with discretion
Strong follow-through — this role is a conduit between the team and outside parties (payroll provider, insurance broker, customers), so nothing can fall through the cracks
Strong organizational skills and ability to manage competing priorities across multiple business units
Knowledge of HVAC/Construction background is preferred
Experience with Dynamic365, CRM systems, or similar business platforms a plus
Proficiency with Microsoft Office / Microsoft 365
Excellent written and verbal communication skills
Ability to work on-site in New York, NY
Estimated Salary: $73,000 - $88,000 annually with flexibility based on experience and skills.
Ambient Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
