The Douglaston Companies · 17 hours ago
Senior Project Administrator
New York, NY
Full-time
Hybrid
Mid, Senior Level
$85K/yr - $95K/yr
3+ years expThe Douglaston Companies is a leader in transformative projects in New York City and beyond. They are seeking a Senior Project Administrator to maintain project documentation, assist with bid processes, and facilitate communication among project teams and subcontractors.
Real Estate
Responsibilities
Maintain all project related documentation, correspondence, logs, electronic and paper filing system
Assemble and track Bid Packages for trade procurement
Assist with leveling sheets during bid process
The preparation and tracking of all Agreements including Trade Agreements, Subconsultant Agreements, Purchase Orders, etc. including keeping logs up to date
Data Entry and/or Processing documents using Procore Manager Software; Contracts, Purchase Orders, RFI’s, Submittals, Change Events, Potential Change Orders, Change Order Requests, Owner Change Orders, Subcontractor Change Orders, Meeting Minutes, Correspondence, Transmittals, etc
Prepare and Maintaining Daily Reports, Subcontractor Daily / Weekly Attendance Tracking, Timesheets and Logs when required
Maintain all Permits & Logs; track expiration dates and facilitate renewals
Maintain Violation File & Log; prepare all required documentation including back-charge notices for subcontractors as directed by project management
Maintain log, and receipts for all field office related expenses
Maintain daily field tickets received by subcontractors
Order trailer/office supplies as required; submit receipts to home office for payment
Interface with project team and/or contractors to set-up weekly field and staff meetings; taking meeting minutes when required
Process other documents if required such as Punch lists, required DOB Sign-off's for project close-out, etc
Assemble Owner’s Manual and required as-built drawings for project turnover
Data Entry of cost commitments into accounting software
Upload required documentation to ShareFile and/or Dropbox
Service calls and maintenance on office equipment such as copiers, telephones etc. and coordinate with IT Dept any such requirements
Act as liaison between the project management staff, superintendents, subcontractors, vendors, clients, consultants, and internal departments to facilitate workflow
Serve as a back- up for all project administrators. This includes other sharing other project responsibilities that may be required
Assist in the process of obtaining insurance certificates from subcontractors along with policies and getting them approved. Keep track of certificates that are expiring
Perform other duties as assigned by management
Qualification
Required
3-5 years of construction administration experience required
Proficient in Procore Manager Software
Ability to organize, prioritize, and complete job assignments in a timely manner
Experience in commitment tracking and follow-up
Strong written and oral communication skills
Ability to work independently and as a member of a larger team
Ability to maintain confidentiality
Proficient in Microsoft Office products (Outlook, Excel and Word)
Experience with office management duties in field offices
Benefits
Health benefits package including medical, dental & vision plans
Financial wellness perks to set you up for success - such as 401(k), FSA & HSA, employer-paid life insurance (basic- with option to purchase more); paid leave & disability programs.
Pet insurance for our furry family
Mental health resources, such as counseling, are available to our team members
Time off- Paid Vacation time, Paid Holidays, Paid Sick days
Employee Referral Program
Tuition & certification Reimbursement
Hybrid work schedule with 4 days in office and 1 day remote (subject to your work location and role).
Company
The Douglaston Companies
Douglaston Development, Levine Builders, and Clinton Management are a dynamic privately held group of companies with a unique “owner-builder-manager” advantage.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Olivia Kelly, SPHR, SHRM-SCP
Chief Administrative Officer
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