Project & Office 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:

o 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:

o G707, G706, G706A, punch lists, final co, AIA G704, etc.

o final payment application & release of liens.

o Operation and Maintenance manuals, warranties, and as-built documents.

o Schedules 10–11-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:
o Manage the main office phone line calls,
o Sign for and distribute mail and packages,
o Collect and process outgoing mail and packages,
· Assists with on-boarding of new employees (as needed):
o Assist with computer/tech set-up
o Email sends welcome email prior to start date
o Manages onboarding checklist with partner
o 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.

Specifications
Wage Rate Registration & client updates (Bid, award, and 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 others - IT, etc.
Schedule and Plan Lunch & Learns/trainings/CEUs
Receptionist/Phones
Maintain project calendars/milestones for office
Submittal management and tracking
Meeting minutes - keep and publish, file
Manage and track staffing on projects
Billing Assistance/tracking on projects
Setup New Employees
Manage/Coordinate deliveries/orders - drop off drawings for permit, printing, pickups
Assemble/Assist with proposals, set up Proposal # and Contract #'s for project
Bid assistance, set up tabs, recommendation letters, LOI, Contracts, etc.
Establish work flows and check lists for Agency reviews (SED, DOH, etc.)
Ability to support a diverse variety of clients - K-12, Higher Ed, Municipal, Developers, Healthcare, etc.

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.

Requirements

• Experience with agency review procedures and requirements for New York State Education Department (NYSED), Dormitory Authority of the State of New York (DASNY), State University Construction Fund (SUCF), etc. as it relates to submission and processing of health care, higher education, and public education projects.
• Experience with the administrative aspects of projects under construction, such as the processing of submittals, distribution of requests for information (RFI), tracking and logging of changes in construction, and management of budgets in the processing of contractor pay applications, change orders, and reconciliation of final costs to support fiscal advisors.
• Willingness to learn and develop processes that improve communication, efficiency, and collaboration among the entire team – internal and external.
• Demonstrated experience with maintaining strong client relationships from project initiation through closeout. Ability to grasp and support client goals and needs and ensuring they are met throughout the project.

Education and/or Experience

· Associate’s degree in business administration or related field (Bachelor’s degree preferred) and/or

· 10-years’ experience in the design/construction industry performing administration of projects

· Some management experience preferred

Technology experience

• Deltek (About | Deltek) · AIA online software system – for processing AIA contracts, agreements, etc. (Contract Confidently with Your Building Owner)
• Microsoft office suite
• Microsoft Teams, Google Meet, and Zoom
• Docusign (Docusign | #1 in Electronic Signature and Intelligent Agreement Management)
• Procore Project Management Software ( Request a Demo | Procore)
• Blue Beam and Adobe Acrobat Professional (Compare Plan Costs & Options - Bluebeam Construction Software)
• Spec Link cloud-based specifications software (RIB SpecLink | Best Construction Specification Software)

Benefits

Body, mind, and wallet—LaBella’s benefits support a holistic approach to your health and wellness, creating the foundation for physical, mental, and financial well-being. Our benefit offerings cover the must-haves (healthcare and retirement), the just-in-cases (insurances and employee assistance programs), and the cherry-on-tops (fitness reimbursements, year-end incentive pay, and tuition assistance). Visit our website for more details on benefits listed below.

• Flexible Work Schedule
• Health/Dental Insurance
• 401k Plan with Employer Match
• Paid Parental Leave
• Short & Long Term Disability
• Profit Sharing
• Paid Time Off
• Leadership Development Program
• Fitness Reimbursement
• Tuition Reimbursement
• Referral Bonus Program
• Wellness Program
• Team Building Events
• Community Service Events

LaBella is committed to facilitating a culture where diversity, equity, and inclusion are respected, valued, and celebrated by implementing thoughtful, practical, and innovative strategies that support our employees and serve the communities in which we reside. All applicants will be considered for employment without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender (including pregnancy, childbirth, breastfeeding or other related medical conditions), gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, characteristic or membership in any other group protected by federal, state or local laws.

LaBella Associates does not accept unsolicited resumes from recruiting professionals or agencies, nor do we accept resumes from any source that does not reference a specific, open position. LaBella Associates will not be responsible for any fees arising from the use of resume submitted by recruiting professionals or agencies that do not have a current placement fee agreement with LaBella Associates. All initial communication with recruiting professionals or agencies must go through human resources.