About the job
Join Labella Associates as a Project and Office Administrator, where you will play a crucial role in facilitating the day-to-day administrative operations of our projects. In this dynamic position, you will collaborate closely with Project Managers and Project Architects, ensuring the seamless flow of information and effective management of administrative responsibilities.
As the primary point of contact for administrative tasks, you will oversee project documentation, maintain communication with clients, and support our team in delivering exceptional project outcomes. Your ability to communicate clearly and effectively, both in writing and verbally, will be essential for success in this role.
We are seeking a candidate with at least 10 years of experience in administration, accounting, and management, particularly within the construction industry. While the responsibilities outlined here are not exhaustive, they highlight the key functions expected of the Project and Office Administrator, with opportunities for growth and additional responsibilities as you progress in the role.
Key Responsibilities:
- Participate in project kick-off meetings to identify and assign administrative functions.
- Assist in managing project documentation, including New York SED, SUCF, and DASNY submissions.
- Collaborate with Project Managers to maintain and track Construction Administration software (e.g., Master Library, Procore), ensuring proper archiving of RFIs, RFPs, CEs, minutes, and submittals.
- Oversee project startup items, including the management of bonds, insurance, and contractor deliverables pre-contract execution.
- Prepare change orders, punch lists, and other project documentation in conjunction with the PM.
- Coordinate Contractor’s Payment Requisitions and generate project field reports, distributing relevant information to team members.
- Manage project closeout requirements, including final payment applications and operations manuals.
- Maintain the Project Information File throughout the project lifecycle.
