Construction & Capital Project Administrative Senior Manager

The Jewish Board • New York, NY

25d • Onsite

About The Position

The Construction & Capital Project Administrative Senior Manager, is primarily responsible for tracking and managing all capital project-related expenses, both self-funded and State funded work. This role ensures that every financial transaction complies with standard industry practices, including familiarity with AIA G702 and G703 payment requisition forms, and oversees the corresponding approval processes. Working from our NYC HQ, the ideal candidate will be a strong Microsoft Excel user—with advanced formulas and project bookkeeping expertise—to ensure the accuracy and integrity of financial data. Additionally, this leader will mentor the Manager, Facilities Administration staffers and provide critical support to the Director as needed.

Requirements

• A minimum of 7 years’ relevant experience in facilities administration or project financial management, with a strong track record in capital project expense tracking.
• Proficiency with AIA Series (G702 and G703 payment requisition forms) and understanding of industry-standard financial approval processes.
• Advanced proficiency in Microsoft Excel, including a deep working knowledge of advanced formulas, pivot tables, and data analysis tools.
• Bookkeeping Skills: Demonstrated experience and comfort with project bookkeeping and financial recordkeeping practices.
• Microsoft Office (Word, PowerPoint, Excel, Outlook); comfortable and proficient using audio video platforms (i.e., Zoom, Teams)
• The candidate should be able to read paper and electronic documents and perform significant data entry into various computer programs.
• Manual dexterity and hand-eye coordination to travel independently using public transportation.

Nice To Haves

• Experience within a nonprofit environment or managing large-scale capital projects.
• Familiarity with other financial tracking or project management tools/systems.
• Strong attention to detail and excellent problem-solving capabilities.

Responsibilities

• Expense Tracking: Maintain and track all capital project-related expenses, ensuring accuracy, compliance, and timely reporting.
• Utilize advanced MS Excel skills to create, manage, and update comprehensive spreadsheets for financial tracking, variance analyses, and forecasting.
• Payment Requisition Management: Work with AIA G702 and G703 forms to process payment requisitions, ensuring adherence to industry-standard approval processes and contractual requirements.
• Collaborate with the project teams and vendors to verify that billed work aligns with project scope and approved budgets.
• Bookkeeping Maintain accurate project bookkeeping records, ensuring that all capital project financial activities are recorded in a consistent and transparent manner.
• Standard Operating Procedures: Develop and refine protocols for tracking capital project expenses to enhance accuracy and efficiency across the organization.
• Audit Preparation: Assist with internal and external audits by providing detailed financial records and supporting Documentation for capital projects.
• Staff Supervision: Mentor and guide Manager, Facilities Administration staff in developing their professional skills and ensuring adherence to financial tracking standards.
• Cross-Functional Support: Provide proactive assistance to the Director, Facilities Administration, by contributing to overall process enhancements and department initiatives.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees