LaBella Associates · 17 hours ago
Project & Office Adminstrator
Syracuse, NY
Full-time
Onsite
Senior Level, Lead/Staff
$55K/yr - $70K/yr
10+ years expLaBella Associates is a firm that specializes in project management and construction administration. They are seeking a Project & Office Administrator to provide administrative leadership and support project teams in managing various tasks, documentation, and client interactions.
ArchitectureConsulting
Responsibilities
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: 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: G707, G706, G706A, punch lists, final co, AIA G704, etc., final payment application & release of liens, Operation and Maintenance manuals, warranties, and as-built documents, 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
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: Manage the main office phone line calls, Sign for and distribute mail and packages, Collect and process outgoing mail and packages
Assists with on-boarding of new employees (as needed): Assist with computer/tech set-up, Email sends welcome email prior to start date, Manages onboarding checklist with partner, 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
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
Qualification
Required
10-years' experience in administration, accounting, and management in the construction industry
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
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 with Deltek, AIA online software system, Microsoft office suite, Microsoft Teams, Google Meet, Zoom, Docusign, Procore Project Management Software, Blue Beam, Adobe Acrobat Professional, and Spec Link cloud-based specifications software
Preferred
Bachelor's degree in business administration or related field
Some management experience
Benefits
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
Company
LaBella Associates
LaBella Associates is an international Architecture, Engineering, Environmental and Planning firm headquartered in Rochester, NY.
1001-5000 employees
H1B Sponsorship
LaBella Associates has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (19)
2024 (12)
2023 (9)
2022 (9)
2021 (3)
2020 (2)
Funding
Current Stage
Late StageLeadership Team
Robert Pepe
Chief Financial Officer
Robert Healy
President
Recent News
Rochester Business Journal
2025-12-14
Rochester Business Journal
2025-11-01
Company data provided by crunchbase