Our client, a leading real-estate and construction company based in lower Manhattan, is seeking an Administrative Assistant to help support their team. The ideal candidate will have 2+ years of direct administrative support, great attention to detail, and the ability to start ASAP.

Please note this is a temp-to-perm position that requires candidates to be in-office full-time. Candidates must be vaccinated against Covid-19 to be considered for this role.

Job Purpose

Contract administration, meeting minutes, construction accounting, maintenance of project records, review of as-built documentation, permit tracking/closeouts, and project close-outs. Supports the VP of Construction, Sr. Project Managers and Associate Project Manager.

Duties and Responsibilities

General Responsibilities:

• Responsible for documenting, tracking and filing base building and tenant improvements. Provide contractors and vendors with needed information with regards to company policies and procedures including needed permits, insurance requirements, subcontractor list, OSHA certificates and manpower lists.
• Create and submit purchase orders for construction team in-house projects and repair projects.
• Support documentation collection and track facility systems documentation (i.e. Fire Alarm System, elevators, BMS system, HVAC equipment, etc.).
• Collect documentation from various disciplines and manage network file structure. Including scanning hard copies of reports and inspections.
• Perform other ad hoc duties as required.

Building Staff interaction:

• Collect and distribute all needed information (permits, after hours variance, etc.) from contractors or vendors to company staff.
• Interface with accounting department to resolve accounting issues as they arise.
• Assist building engineers with project documentation and drawings.

Tenant Relations:

• Submit Tenant’s drawings to our Architect/Engineer for their review and comments. Track review documents and distribute to contractor and Tenant.
• Cover for the receptionist in all aspects (i.e. dock sheet, AwareManager, etc.) when needed.

Financial:

• Review construction invoices against a contract, change orders and purchase orders; submit invoices to senior construction management for their review and signature and hand over the invoices to the accounting department for payment processing.

Reception Backup:

• Staff reception desk during receptionist lunch hour. Learn and support receptionist duties such as Dock Sheet and COI maintenance.

Qualifications

• 2+ years’ experience in coordinating administrative position with construction background preferred.
• Proficiency with the MS Office Suite (Excel, Word, Outlook, etc.).
• Experience in reading and understanding construction documents preferred.

Physical Requirements

• While performing the duties of this job the employee may be regularly required to sit or stand for prolonged periods of time; regularly use hands to operate office machinery including, but not limited to, telephones, computers and photocopy machines; regularly required to walk, talk and hear.