High Rise Fire and Security/Scutum Group · 1 month ago
Associate Project Administrative Coordinator
Brooklyn, NY
Full-time
Onsite
Entry Level
$20/hr - $28/hr
2+ years expHigh Rise Fire and Security is a leading provider of fire alarm and life safety solutions. The Associate Project Administrative Coordinator will provide preventive and maintenance service to clients while ensuring effective communication and coordination among various stakeholders.
CRMHardwareInformation Technology
Responsibilities
Liaison between HRFS Project Managers, HRFS Executive, all other HRFS departments, HRFS clients, and Local Authorities (FDNY/DOB, etc.)
Maintain accurate records of all work performed, and address any problem encountered or identified with the project
Conduct regular Project Review appropriately to provide quality assurance and support to client and HRFS Project Mangers
Review project status with HRFS client and project managers
Communicate and coordinate with HRFS Project Engineers and Project Managers on job scope and report on progress on a regular basis
Manage and maintain smooth working relationships with contractors, clients, architects, 3 rd party vendors, and engineers, HRFS Project Managers and Project Engineers
Coordinate and schedule meetings, attend meetings, note key action items, and send out meeting summaries. Maintain heavy calendar management for the Project Management Office (PMO)
Maintain consistent follow up with the Project Manager on status of current assigned project tasks
Handle incoming calls, take messages and promote effective interoffice communication
Prepare written communications such as letters, memos, e-mail, agendas for meetings etc
Support the Project Operations team with account management and client relationship, including consultant
Coordinate NYC Department of Buildings (DOB) Plan Examinations & NYC Fire Department (FD) Inspection
Review Project Blue Prints to ensure it meets local authority and agency requirements, and Identify code issues and non-conformance issues, and make recommendations on alternative solutions to client/office
Maintain accurate records of all work performed, and address any problem encountered or identified with the project
Weekly meeting with PACs to game plan for the coming week and review previous week’s progress
Quality Assurance / Control all filing documents prior to submission to FDNY/DOB/AHJ
Lock and Unlock BOMs as per HRF process when needed
Work with PMs on stall projects to move project forward. Review all stall 4.0 project
Review Daily project manager schedule and distribute next day’s PM schedule before 9AM
When new project are assigned to project operations
Review to ensure all collaterals are provided from sales
Review and ensure there are no budget mismatch
Once all collaterals are received enter engineering start date
Send Team Introduction email to our client
Update and maintain project operations reports and projections
HRF electrical installation reports
HRF Programming projections report
Project operations billing projects report
Cover for PAC when on vacations/leave
Review projects when ready to close to ensure all closeouts and necessary documents are collected and delivered
Review all project in 4.1 (sign-off) phase regularly with PAC to ensure timely sign-off with DOB
Qualification
Required
High School Diploma or equivalent; 2-year experience in project coordination and Fire Department & Department of Building filing experience or 4 years combination of higher education & related experience and/or training
Ability to execute the Department of Project Operations SOP as written and implied
Progressive knowledge of fire alarm systems operation and functions
Quickly obtain knowledge of current existing processes; identify success factors, strengths and weaknesses and opportunities
Juggle multiple projects and priorities simultaneously in a fast-paced environment
Excellent communication (written and verbal) skills in English
Ability to read and review blueprints
Strong computer skills including Microsoft Office Suite, and other relevant applications
Ability to work on multiple projects in different phases simultaneously
Must be a self-starter and be able to work both independently and in a team environment
Must be able to work well under pressure while preparing multiple projects
Ability to work flexible hours to ensure client expectations are met
Ability to communicate effectively, in writing and verbally, with clients, peers, and management
Good problem-solving/decision-making, negotiation, and persuasion skills
Good time management skills
Ability to effectively demonstrate and integrate the HRF client service model when working with clients
Identify opportunities for automation/improving current processes
Develop trend analysis based off of system monitoring report
Regularly required to stand, walk, use hands and fingers, handle or feel objects, tools or controls; reach with hands and arms; stoop, kneel, crouch, or crawl; talk, hear, and smell. Frequently required to sit, climb, and balance. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Must be comfortable with working at unfinished high rise buildings
Preferred
30-Hour OSHA Construction Safety Certification
4-Hour DOB Scaffolding Safety Certification
HRFS Standard Operating Procedure Training Program
High Rise Fire Project Management Software (System Manager)
Client Service Training Program
Time to Service Training Program
Communicate to Service Training Program
NICET Certification
DOB Expediting License
NYC Fire Department Filing & Expediting, Process License
Lean Six Sigma Certification
Benefits
Medical, dental, vision, prescription plans for employees and their families
Company paid life insurance
401k/Profit Sharing contributions
Company
High Rise Fire and Security/Scutum Group
Scutum, previously High Rise Fire and Security, is a leading fire alarm and life safety solution provider, serving NY Metro/South Florida.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase