Project Administrator

Job Description

Our Client is one of New York's best-known owner-developers, with a portfolio of office, residential and mixed-use assets and an active pipeline that includes ground-up commercial towers, office-to-residential conversions and large residential buildings across Manhattan and Brooklyn.

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Construction is delivered through third-party general contractors and construction managers, with the owner's in-house team running the contracts, design and approvals.

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The Project Administrator is the person who keeps that owner-side paperwork moving. You will sit with the construction executives and project managers and own the flow of contracts, change orders, invoices, design documents and correspondence between the owner, the GC/CM, the architects and engineers, and the lenders. This is not a front-desk or general admin role. It needs someone who understands how a construction contract works, can read a drawing log, and can chase a GC for a missing lien waiver without being told twice.

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Contracts and change orders

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• Route owner/GC agreements, amendments, consultant agreements and purchase orders for signature through DocuSign, chase signatures and file the executed copies.
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• Keep the contract log and change order log current: what came in, when, who has it, what stage it is at, when it was executed.
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• Prepare change order forms and cover sheets for the PM to review and the executives to sign.
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• Collect certificates of insurance from the GC and consultants, log expiry dates and chase renewals.
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Invoices and pay applications

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• Receive GC pay applications and consultant invoices, log them, check the paperwork is complete (lien waivers, backup, signatures) and route them to the PM for approval and then to accounting.
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• Track invoice status so nothing goes past its payment date, and answer vendor questions on where their invoice sits.
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• Help assemble the monthly lender draw package: pull together approved invoices, lien waivers and supporting documents in the order the lender wants them.
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Drawings and documents

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• Keep the project document system in order: current drawings, specifications, bulletins, sketches, reports and correspondence, filed and named consistently.
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• Log incoming drawing revisions and bulletins, distribute them to the team and confirm receipt.
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• Maintain the RFI and submittal logs from the owner's side and flag anything that has gone quiet.
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Meetings and the project office

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• Schedule OAC and internal meetings, book rooms, send agendas and attend to take minutes. Issue minutes within a day and follow up on actions.
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• Keep the project directory, distribution lists and shared calendars current.
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• Manage correspondence for the construction executives: letters, notices, transmittals, formal responses.
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• Handle visitor access, site badging requests, deliveries to the office, supplies and general upkeep of the project office.
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• Process expense reports and travel for the construction team.
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• Support permit and agency filings by assembling documents for the expediter and keeping the permits log current.
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Reporting and closeout

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• Help the PM put the monthly owner report together: photos, schedule updates, cost summary, open items.
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• As the project moves towards completion, run the closeout checklist: as-builts, O&M manuals, warranties, final lien waivers, punch list sign-off, TCO/CO paperwork.
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