Project Support Coordinator

2 weeks ago

Hawthorne, New York, United States Candela Systems Full time
Job Overview

Salary: $45,000 - $75,000 based on experience

Position Summary:

The Project Administration Assistant plays a crucial role in supporting the Project Administrator in managing the financial, administrative, and client relations aspects of assigned projects. The primary goal is to assist in ensuring that each project meets customer satisfaction and adheres to contractual obligations.

Key Qualifications:

  • Proactive self-starter with the ability to anticipate needs and achieve objectives with minimal supervision.
  • Exceptional organizational and communication skills, both written and verbal.
  • Quick learner focused on productivity and results.
  • Detail-oriented with strong multitasking and time management abilities.
  • Capable of managing several mid-scale projects concurrently.
  • Able to meet deadlines and perform well under pressure.
  • Strong work ethic.
  • Bilingual preferred – proficiency in English and Spanish, both spoken and written.
  • Proficient in computer applications, including Word, Excel, and Microsoft Outlook.
  • 2 to 4 years of administrative experience in the construction industry is preferred.

Responsibilities:

  • Manage the administration and organization of project documentation, including contracts, field reports, change orders, shop drawings, submittals, correspondence, specifications, purchase orders, and other relevant documents.
  • Review daily job logs, investigate onsite issues, and communicate production percentages and concerns to the team. Maintain the project log and assign project numbers.
  • Create and distribute project and field books, including the Facility Information Sheet for field project books.
  • Obtain all necessary permits, licenses, bonds, and insurance certificates.
  • Ensure that all permits, licenses, bonds, and insurance certificates are billed to clients as appropriate.
  • Assist in securing qualified subcontractors and aid the Project Administrator in developing subcontract agreements.
  • Support the Project Administrator and/or Project Manager in procuring company-supplied materials and equipment, issuing purchase orders to subcontractors and vendors to establish project cost commitments.
  • Collaborate with the Project Administrator to coordinate and schedule final inspections and secure all necessary certificates; close permits.
  • Assist the Project Administrator, Project Manager, and/or Financial Manager in preparing invoices to ensure timely billing for completed work, including change orders.
  • Support the President in preparing and submitting bid proposals.
  • Update the weekly project meeting report with quotes and bid status.

Job Type: Full-time

Salary Details:

  • Starting salary range: $45,000 - $75,000 based on experience.
  • Eligible for overtime as necessary.
  • Potential for annual salary increase incentives up to $5,200 within the first six months.

Benefits Offered:

  • 401(k) plan
  • Dental insurance
  • Health insurance
  • Vision insurance
  • Paid time off for vacation, sick leave, and holidays
  • On-the-job training and mentorship opportunities
  • Focus on professional development

Work Schedule:

  • 8-hour shifts with overtime as needed.

Education Requirements:

  • Bachelor's degree or equivalent experience preferred.

Experience Requirements:

  • Minimum of 2 years in construction preferred.
  • Minimum of 2 years of experience with Microsoft Office preferred.

Work Location: In-person

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