Project Administration Support Specialist

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 Assistant Project Management Administrator plays a crucial role in supporting the Project Administrator in overseeing the financial, administrative, and client relations aspects of assigned projects. The primary goal is to assist in managing projects to ensure they meet client expectations and adhere to contractual obligations.

Key Qualifications
  • Proactive self-starter with the ability to foresee 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.
  • Capability to handle multiple mid-scale projects concurrently.
  • Ability to meet tight deadlines and perform well under pressure.
  • Strong work ethic.
  • Bilingual proficiency in English and Spanish is preferred.
  • Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.
  • 2 to 4 years of administrative experience in the construction industry is desirable.
Responsibilities

Responsibilities may expand based on experience, with training provided for this role:

  • Manage the administration and organization of project documentation, including contracts, field reports, change orders, shop drawings, submittals, correspondence, specifications, and purchase orders.
  • Review daily job logs, address 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 facility information sheets for field projects.
  • Obtain all necessary permits, licenses, bonds, and insurance certificates.
  • Ensure that all permits, licenses, bonds, and insurance certificates are billed to clients as required.
  • Assist in securing qualified subcontractors and aid the Project Administrator in drafting 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 confirm project costs.
  • Collaborate with the Project Administrator to coordinate final inspections and secure all necessary certificates; close permits.
  • Assist in preparing invoices to ensure timely billing of contracts upon project completion, including change orders.
  • Support the President in preparing and submitting bid proposals.
  • Update weekly project meeting reports with quotes and bid statuses.
Job Type

Full-time

Compensation
  • Starting salary range: $45,000 - $75,000 based on experience.
  • Eligible for overtime as needed.
  • Potential for annual salary increase of up to $5,200 within the first six months.
Benefits
  • 401(k) plan
  • Dental, health, and vision insurance
  • Paid time off for vacation, sick leave, and holidays
  • On-the-job training and mentorship opportunities
  • Focus on professional development
Schedule
  • 8-hour shifts with overtime as required
Education and Experience
  • Bachelor's degree or equivalent experience preferred
  • 2 years of experience in construction preferred
  • 2 years of experience with Microsoft Office preferred
Work Location

In-person position.

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