Project & Office Administrator

LaBella Associates; City of Syracuse (NY); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Flexible Work Schedule

Health/Dental Insurance

401(k) Plan with Employer Match

Paid Time Off

Tuition Reimbursement

Job summary

A construction project management firm in Syracuse, NY is seeking a Project Administrator with over 10 years of experience in administration and management. This role involves overseeing project paperwork, managing client interactions, and maintaining detailed records for construction projects. Candidates should have strong communication skills and experience with agency review procedures. The salary ranges from $55,000 to $70,000 per year, depending on qualifications.
.

Qualifications

• 10 years of experience in administration, accounting, and management within the construction industry.
• Experience with construction project administrative aspects like changes and budgets.
• Demonstrated experience meeting client goals effectively.

Responsibilities

• Manage administrative assignments and project paperwork.
• Oversee project information flow and support office operations.
• Coordinate project-related filing and maintain project information.

Skills

Strong verbal and written communication

Client relationship management

Budget management

Project administration

Agency review procedures

Education

Associate’s degree in business administration

Bachelor’s degree (preferred)

Tools

Deltek

Microsoft Office suite

Procore Project Management Software

BlueBeam

Adobe Acrobat Professional

Job description

This position provides day‑to‑day administrative leadership, acting in a collaborative partnership with Project Managers and Project Architects in the management of projects. Candidates must demonstrate clear and concise verbal and written communication skills.

The primary scope includes managing administrative work assignments, overseeing the flow of project information (as directed by the Project Team), and supporting the firm’s operations. The role also involves client interaction to meet specific reporting needs.

We are looking for someone with 10 years’ experience in administration, accounting, and management within the construction industry.

Duties

• Attend project kick‑off meetings to help determine and delegate administrative functions for the project team.
• Coordinate and assist with project paperwork, including:
  • New York SED, SUCF, and DASNY submission paperwork and filing requirements.
• Maintain and track construction administrative software (Master Library, Procore, etc.) and ensure RFIs, RFPs, CEs, minutes, and submittals are archived on the server.
• Manage Project Start‑Up items such as bonds, insurance, schedule of values, and other required deliverables before contract execution.
• Track RFIs, RFPs, PCOs, and submittals in Master Library, monitoring consultant review and processing; communicate directly with engineers.
• Prepare, in collaboration with the PM, change orders, punch lists, meeting minutes, and other project‑specific documents.
• Coordinate, review, and process Contractor’s Payment Requisitions.
• Generate, with the PM, project field reports, punch lists, and directives, and distribute them to relevant team members.
• Direct project close‑out items, including:
  • G707, G706, G706A, punch lists, final CO, AIA G704, etc.
  • Final payment application & release of liens.
  • Operation and Maintenance manuals, warranties, and as‑built documents.
  • 10‑11 month project walk‑throughs prior to warranty expiration.
• Handle project‑related filing and archiving in conjunction with PMs.
• Maintain the Project Information File (PIM) throughout the project lifecycle.
• Perform other duties as needed.

General Office Administration

• Manage and procure office materials, supplies, kitchen items, and printing equipment.
• Serve as the general reception – forward all incoming calls, sign for and distribute mail and packages, and collect outgoing mail.
• Assist with onboarding new employees: set up computer/tech, send welcome email, manage onboarding checklist with partnership, conduct first‑day orientation, and coordinate welcome activities.
• Help with staffing and reporting to studio leadership.
• Support proposal production and distribution.

Specifications

• Wage rate registration & client updates (bid, award, completion)
• Letters & correspondence assistance, filing, & tracking
• File/folder management
• Pay application math check and processing
• Budget tracking for the project (LaBella)
• Change orders/RFPs – tracking and processing
• RFI processing and tracking
• Contract/fee proposal drafting and processing
• Print management assistance
• Office management support – mail, supplies, coordination with IT, etc.
• Schedule and plan lunch & learner sessions, trainings, CEUs
• Receptionist/telephony duties
• Maintain project calendars/milestones for the office
• Submittal management and tracking
• Meeting minutes – keep, publish, file
• Manage and track staffing on projects
• Billing assistance/tracking on projects
• Setup new employees
• Coordinate deliveries/orders – drop‑off drawings for permits, printing, pickups
• Assist with proposals: set up proposal numbers, contract numbers, and tabs; draft recommendation letters, LOIs, contracts.
• Establish workflows and checklists for agency reviews (SED, DOH, etc.)
• Support diverse client types: K‑12, higher education, municipal, developers, healthcare, etc.

Salary Range

$55,000 – $70,000 per year (may vary based on experience, education, and location).

Requirements

• Experience with agency review procedures and requirements for NYSED, DASNY, SUCF, etc. for health care, higher education, and public education projects.
• Experience with administrative aspects of construction projects: submittals, RFIs, change tracking, budget management, contractor pay applications, change orders, and cost reconciliation.
• Willingness to learn and develop processes that improve communication, efficiency, and collaboration among the team.
• Demonstrated experience maintaining strong client relationships from initiation through close‑out, ensuring client goals are met.

Education and/or Experience

• Associate’s degree in business administration or related field (Bachelor’s preferred) and/or
• 10 years’ experience in the design/construction industry performing project administration.
• Some management experience preferred.

Technology Experience

• Deltek (AIA online software)
• Microsoft Office suite
• Microsoft Teams, Google Meet, Zoom
• DocuSign
• Procore Project Management Software
• BlueBeam and Adobe Acrobat Professional
• Spec Link cloud‑based specifications software

Benefits

• Flexible Work Schedule
• Health/Dental Insurance
• 401(k) Plan with Employer Match
• Paid Parental Leave
• Short & Long Term Disability
• Profit Sharing
• Paid Time Off
• Leadership Development Program
• Fitness Reimbursement
• Tuition Reimbursement
• Referral Bonus Program
• Wellness Program
• Team Building Events
• Community Service Events

Equal Opportunity

LaBella is committed to facilitating a culture where diversity, equity, and inclusion are respected, valued, and celebrated by implementing thoughtful, practical, and innovative strategies that support our employees and serve the communities in which we reside. All applicants will be considered for employment without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender (including pregnancy, childbirth, breastfeeding or other related medical conditions), gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, characteristic or membership in any other group protected by federal, state or local laws.

LaBella Associates does not accept unsolicited resumes from recruiting professionals or agencies, nor do we accept resumes from any source that does not reference a specific, open position. LaBella Associates will not be responsible for any fees arising from the use of resumes submitted by recruiting professionals or agencies that do not have a current placement fee agreement with LaBella Associates. All initial communication with recruiting professionals or agencies must go through human resources.