Project & Office Administrator

P&o Administrator

This position provides day-to-day administrative leadership, acting in a collaborative partnership with Project Managers and Project Architects in the management of projects. Candidate can demonstrate clear and concise communication skills written and verbal.

Primary scope of responsibility is management of administrative work assignments, the flow of project information (as directed by Project Team) and overseeing and managing various administrative duties in support of our firm. There is potential for client interaction to communicate and collaborate with the specific needs of the client in the reporting of project elements.

Looking for someone with 10-years' experience in administration, accounting, and management in the construction industry.

The description of tasks and responsibilities noted in this document are not all-inclusive, but to demonstrate the primary job roles to be required. Additional responsibilities and tasks may be subject to the job as the candidate develops the position of P&o Administrator.

Duties:

Design and Construction Project Administration (reference Task Matrix) Attends project kick-off meetings to help determine and delegate administrative functions for the project team

Coordinates/assists each project the following forms and project paperwork:

• New York SED, SUCF, DASNY submission paperwork and filing requirements

Maintains and tracks in collaboration with project manager the Construction Administrative software for projects (Master Library, Procore, etc.) and makes sure pertinent items, such as RFIs, RFPs, CEs, minutes, and submittals, are copied and archived on our server.

Project Start Up Items: tracking and flow management of bonds, insurance, schedule of values, and other required deliverables required of awarded contractors prior to contract execution.

Utilizing Master Library tracks RFI's, RFP's, PCO's and submittals (monitors consultants' review and processing of above items; communicates directly with engineers).

Prepares, in collaboration with the PM, change orders, punch lists, meeting minutes, and other project specific documents.

Coordinates, reviews, and processes Contractor's Payment Requisitions.

Generate, in collaboration with PM, project field reports, punch lists, and directives and distributes to relevant team members.

Manage and directs the requirements of project close out Items:

• G707, G706, G706A, punch lists, final co, AIA G704, etc.
• final payment application & release of liens.
• Operation and Maintenance manuals, warranties, and as-built documents.
• Schedules 1011-month project walk-throughs prior to warranty expiration.

Responsible for project related filing include archiving in conjunction with PMs.

Maintain the 'Project Information File' throughout the life of the project with project team and marketing. The PIM is a company specific tool used to set-up and manage the project, staffing, and budgets for a job.

Other items as needed.

General Office Administration Management and procurement of office materials, including, but not limited to, office supplies, kitchen supplies, and printing equipment needs. General Reception the face of the office. We have minimal public access to the firm, but there are intermittent needs for reception tasks as needed:

• Manage the main office phone line calls
• Sign for and distribute mail and packages
• Collect and process outgoing mail and packages

Assists with on-boarding of new employees (as needed):

• Assist with computer/tech set-up
• Email sends welcome email prior to start date
• Manages onboarding checklist with partner
• Meets with new employees on first day, goes over on-boarding requirements, gives office tour and introductions, coordinates and attends welcome lunch

Assists with staffing and reporting to studio leadership.

Assists with proposal production and distribution.

Salary Range: $55,000 - $70,000 per year

The specific salary offered may be influenced by a variety of factors including but not limited to the candidate's relevant experience, education, and work location.