Apply on Employer Site

CSArch · 1 day ago

Project Administrator

Albany, NY

Full-time

Onsite

Entry Level

$50K/yr - $65K/yr

2+ years exp

CSArch is an A/E firm with offices in Albany and Newburgh, NY, seeking a full-time Project Administrator for their Albany office. The Project Administrator will ensure the smooth operation of the office by assisting in-house departments with various tasks and providing administrative support.

Consulting

Growth Opportunities

Hiring Manager

Erica Exner, SHRM-CP

Responsibilities

When necessary, answers and routes phone calls to appropriate staff. This may include giving limited information as supplied by project architect or engineer regarding a project out to bid or re-routing questions from contractors and plan rooms requesting information about projects out to bid

Files documents in Central Files

Assists staff with administrative support for typing, filing, scanning and copying. Maintains contact information in Outlook and Base CRM. Assists with specifications, generating AIA Docs, Submittal Exchange, Newforma, etc

Administer AIA documents and Contracts keeping the CSArch AIA templates up to date. Revise AIA documents per PM/PA or legal counsel instruction. Generate needed documents for specified projects, finalize and administer via DocuSign or mail per PM/PA direction

Work with PM/PA on specific projects to administer formatting and finalization of specifications, including AIA documents, requesting PRC, updating the TOC, drawing list, etc. Knowledge of the Planroom and assisting to upload documents as needed

Responsible for generating/processing change orders and/or allowance disbursements on Construction Administration Projects, including generation and filing of requisite documentation with the Authority Having Jurisdiction (AHJ). Maintains and administers logs of change documentation throughout the projects

Coordinates with the Project Architect and Project Manager, as required, throughout all design and construction phases of the project

Assists Administrative Assistant/Receptionist with overflow of work and phone/reception coverage as needed. This includes covering all Front Desk duties during Administrative Assistant/Receptionist’s absence. If an office does not have an Administrative Assistant/Receptionist, then the responsibilities fall to the Project Administrator

Support HR/finance departments within the firm as needed

Coordinate and facilitate the administrative team on the data entry and submission of Building Conditions Surveys and Visual Inspections. Works with the design team(s) on the generation of 5-Year Plans

Assist with Construction Admin overflow when necessary

Potential for attending in-house committee/ steering group meetings and generates minutes and assists with the implementation of workflows and processes

At times there may be confidential requests or confidential information that you are privy to when completing a task, it is imperative that these requests and/or information remain confidential

Other tasks as assigned

Qualification

MS Office SuiteAIA SoftwareDocuSignAdobe SuiteSubmittal ExchangeProcoreProfessional phone mannerWritten communicationOral communicationOrganizational skillsSelf-motivated