Assistant Project Controls Manager (Association Office)

YMCA of Greater New York; New York (NY); On-site; USD 80,000 - 90,000; Full time

Benefits offered by this job

Retirement benefits

Medical benefits

Paid time off

Free YMCA membership

Job summary

The YMCA of Greater New York is seeking a full-time Facilities/Project Manager to oversee procurement, budgeting, and contracts across multiple branch projects. You will coordinate with the Properties Department, track invoices, and ensure compliance with procurement guidelines, while supporting the Y's LEAP framework.

Ideal candidates will have an associate degree and 1–3 years of facilities or project management experience, with preference for a bachelor’s degree.

Qualifications

• Associate degree required; Bachelor’s in related field preferred.
• 1–3 years facilities/project management experience required; 3–5 years preferred.
• Knowledge of MS Project, AutoCAD, Photoshop, Blue Beam a plus.
• Willingness to travel within five boroughs.
• Experience with project management software and MS Office (Word, Excel, Outlook).

Responsibilities

• Coordinate with Properties Department staff to manage procurement and financial elements of projects.
• Oversee budgets, track project status, and manage change orders and invoices.
• Ensure procurement processes and bidding guidelines are followed and contracts are secured.
• Maintain lien waivers and project completion documentation as required.
• Collaborate with Senior Project Director and Finance on accounting and vendor relations.

Skills

Communication skills

Organizational skills

Travel within five boroughs

Office software proficiency

Education

Associate's degree

Bachelor’s degree in finance, accounting, economics, project management, or related field

Tools

Microsoft Project

AutoCAD

Photoshop

Blue Beam

Microsoft Word

Excel

Outlook Express

Job description

Full-Time / Regular

$80,000 - $90,000 Salaried

The YMCA of Greater New York is here for all New Yorkers – to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches. Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

To help fulfill our mission, we cultivate a culture of learning, leading, and collaboration to enhance community impact. Through our talented staff and “LEAP” career framework (Leadership, Empowerment, Accountability, Personal Growth), we are committed to a people‑first approach that fosters trust, inclusion, growth, and development for all.

Key Responsibilities

• Coordinate with Properties Department staff to help manage procurement and financial elements of assigned projects (which may include but are not limited to general construction, mechanical, electrical, plumbing, sprinkler, and fire protection)
  • Submit project request forms and initiate purchase order requests. Request existing PO adjustments as needed.
  • Oversee project budgets, ensuring project trackers are up to date and all trades and project statuses reflect the current schedule.
  • Update Properties Department staff of any (unexpected or expected) adjustments to the budget in relation to change orders, unaccounted expenses, invoices without purchase orders, or other related work that affects the initial approved budget.
  • Ensure that procurement processes and bidding guidelines are followed for assigned projects, and confirm bid forms are fully and accurately completed by appropriate parties.
  • Request finalized contracts for AO‑managed projects and confirm all parties’ signatures.
  • Track and record all change orders with necessary approvals from the AO Properties department.
  • Review and receive approval from project managers for invoices. Ensure invoices are submitted internally to the Senior Project Director for payment in a timely manner and follow procurement guidelines.
  • Assure lien waivers are completed and signed.
  • Confirm that the project completion form is completed by the project PM and other parties.
• Work with Properties Department staff to identify and confirm branch projects; allocate appropriate funding source(s) based on scope.
• Coordinate and work closely with the Senior Project Director in the Properties Department, the Staff and Finance Department staff on project‑related accounting and government billing compliance questions.
• Manage vendor relationships, actively communicating with vendors for invoice follow‑up and other cost‑related information.
• Other activities and duties as needed that address the ongoing health and well-being of our staff and members.

Desired Skills & Experience

• Associate’s degree required. Bachelor’s degree in finance, accounting, economics, project management, or a related field preferred.
• Minimum of one (1) to three (3) years of facilities/project management experience required. Three (3) to five (5) years of facilities/project management experience.
• Knowledge of additional computer programs is a plus, but not required: Microsoft Project, AutoCAD, Photoshop, and Blue Beam.
• Ability and willingness to travel within the five boroughs.
• Professional experience in using project management software.
• Proficiency in office software, such as Microsoft Word, Excel, and Outlook Express.
• Sound judgment and the ability to think clearly during emergencies and time‑sensitive requests.
• Strong communication skills.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.

Benefits

The YMCA of Greater New York offers a variety of benefits to its staff members, including retirement benefits, medical benefits, paid time off, free YMCA membership, and more! Benefit eligibility is determined by an individual’s employment status (i.e., full‑time or part‑time), tenure, and/or the number of hours scheduled to work. Click here for more information.

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