Project & Office Administrator

About This Role

The Project & Office Administrator provides daily administrative leadership by partnering with Project Managers and Project Architects on project management. They manage administrative work assignments, project information flow, and various administrative duties while potentially interacting with clients.

Responsibilities

• Attend project kick-off meetings to delegate administrative functions to the project team.
• Coordinate and assist with various project forms and paperwork, including New York SED, SUCF, and DASNY submissions.
• Maintain and track construction administrative software (Master Library, Procore) for projects, ensuring pertinent items are archived.
• Manage and track project start-up items like bonds, insurance, and schedule of values.
• Prepare change orders, punch lists, and meeting minutes in collaboration with the Project Manager.
• Coordinate, review, and process Contractor's Payment Requisitions.
• Manage and direct project close-out items, including final payment applications and operation manuals.
• Manage and procure office materials, including office, kitchen, and printing supplies.
• Assist with new employee onboarding, including computer setup, welcome emails, and office tours.
• Assist with proposal production and distribution.

Requirements

• Experience with New York State Education Department (NYSED), Dormitory Authority of the State of New York (DASNY), and State University Construction Fund (SUCF) agency review procedures relevant to project submissions.
• Experience with administrative aspects of construction projects, including processing submittals, RFI distribution, tracking changes, and managing budgets for contractor pay applications and change orders.
• Ability to learn and develop processes to improve communication, efficiency, and collaboration.
• Demonstrated experience maintaining strong client relationships from project initiation through close-out.

Qualifications

• Associate's degree in business administration or related field
• 10+ years' experience in administration, accounting, and management in the design/construction industry.

Nice to Have

• Bachelor's degree in business administration or related field.
• Some management experience.

Skills

* Required skills

Benefits