Project & Office Adminstrator

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

The primary scope includes managing administrative work assignments, overseeing the flow of project information (as directed by the Project Team), and supporting the firm’s operations. The role also involves client interaction to meet specific reporting needs.

We are looking for someone with 10 years’ experience in administration, accounting, and management within the construction industry.

• Attend project kick‑off meetings to help determine and delegate administrative functions for the project team.
• Coordinate and assist with project paperwork, including:
  • New York SED, SUCF, and DASNY submission paperwork and filing requirements.
• Maintain and track construction administrative software (Master Library, Procore, etc.) and ensure RFIs, RFPs, CEs, minutes, and submittals are archived on the server.
• Manage Project Start‑Up items such as bonds, insurance, schedule of values, and other required deliverables before contract execution.
• Track RFIs, RFPs, PCOs, and submittals in Master Library, monitoring consultant review and processing; communicate directly with engineers.
• Prepare, in collaboration with the PM, change orders, punch lists, meeting minutes, and other project‑specific documents.
• Coordinate, review, and process Contractor’s Payment Requisition s.
• Generate, with the PM, project field reports, punch lists, and directives, and distribute them to relevant team members.
• Direct project close‑out items, including:
  • 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.
  • 10‑11 month project walk‑throughs prior to warranty expiration.
• Handle project‑related filing and archiving in conjunction with PMs.
• Maintain the Project Information File (PIM) throughout the project lifecycle.
• Perform other duties as needed.

• Manage and procure office materials, supplies, kitchen items, and printing equipment.
• Serve as the general reception – forward all incoming calls, sign for and distribute mail and packages, and collect outgoing mail.
• Assist with onboarding new employees: set up computer/tech, send welcome email, manage onboarding checklist with partnership, conduct first‑day orientation, and coordinate welcome activities.
• Help with staffing and reporting to studio leadership.
• Support proposal production and distribution.

• Wage rate registration & client updates (bid, award, completion)
• Letters & correspondence assistance, filing, & tracking
• File/folder management
• Pay application math check and processing
• Budget tracking for the project (LaBella)
• Change orders/RFPs – tracking and processing
• RFI processing and tracking
• Contract/fee proposal drafting and processing
• Print management assistance
• Office management support – mail, supplies, coordination with IT, etc.
• Schedule and plan lunch & learner sessions, trainings, CEUs
• Receptionist/telephony duties
• Maintain project calendars/milestones for the office
• Submittal management and tracking
• Meeting minutes – keep, publish, file
• Manage and track staffing on projects
• Billing assistance/tracking on projects
• Setup new employees
• Coordinate deliveries/orders – drop‑off drawings for permits, printing, pickups
• Assist with proposals: set up proposal numbers, contract numbers, and tabs; draft recommendation letters, LOIs, contracts.
• Establish workflows and checklists for agency reviews (SED, DOH, etc.)
• Support diverse client types: K‑12, higher education, municipal, developers, healthcare, etc.

$55,000 – $70,000 per year (may vary based on experience, education, and location).

• Experience with agency review procedures and requirements for NYSED, DASNY, SUCF, etc. for health care, higher education, and public education projects.
• Experience with administrative aspects of construction projects: submittals, RFIs, change tracking, budget management, contractor pay applications,…