Senior Project Administrator
About The Position
At The Douglaston Companies, collaboration is at the heart of everything we do. We believe that great ideas come from working together, sharing perspectives, and supporting one another to achieve common goals. We’re excited to announce an opportunity for a Senior Project Administrator to join our dynamic team. Why Choose The Douglaston Companies? Continuous Learning and Development: Your growth matters to us. We offer ongoing professional development through in-person and virtual training programs designed to sharpen your skills and help you thrive. Community Commitment: We don’t just build properties—we build communities. Our team actively gives back, creating meaningful impact and building a better tomorrow, together. Career Advancement: This isn’t just a job, it’s a career. We invest in your personal and professional growth because we know that when our people succeed, we all succeed.
Requirements
- 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
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
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). Ask our recruiting team for more information!
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
