Sales & Project Coordinator

Hyde Park Mouldings; Hauppauge (NY); Presencial; USD 34.000 - 41.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurance

2 weeks PTO + 1 week company shutdown

7 paid company holidays

Retirement savings

Descripción de la vacante

Hyde Park Mouldings, Inc. is seeking an organized Project Administrator to support our construction projects from award through production release.

This entry-level role focuses on keeping project information accurate and moving forward: organizing documents, following up on open items, and preparing projects for the next stage. You will work closely with clients and with our sales, drafting, production, and accounting teams once a project is awarded.

Formación

• Strong organization, accuracy, communication, and follow-through.
• Ability to manage multiple active projects, deadlines, open items, and documentation requirements.
• At least 1 year of office administration, customer service, order-entry, project-support, or similar administrative experience; internships or coursework may be considered.
• Good judgment about when to handle administrative vs. technical, pricing, legal, billing, or scope questions.
• Comfort using Microsoft Outlook, Word, and Excel, shared folders, checklists, and business software.
• High school diploma or equivalent.

Responsabilidades

• Manage the administrative setup and tracking of each construction project from award through production release.
• Create and maintain organized project folders, checklists, contacts, correspondence, and supporting records using company standards.
• Send post-award communications and request required CAD files, drawings, schedules, contacts, and other project information.
• Follow up with clients and internal team members on missing information and escalated unresolved items that could delay CAD handoff, approval, billing, or production release.
• Coordinate certificates of insurance and other administrative requirements.
• Verify that approved contract, sales order, and billing information is accurately reflected in project records.
• Update project records when approved changes are received and notify the appropriate internal team members.

Conocimientos

Organization

Communication

Attention to detail

Time management

Follow-through

Multitasking

Microsoft Outlook

Word

Excel

Educación

Associate degree or coursework in business, construction management, architecture, or engineering technology

Herramientas

QuickBooks

Project-management systems

Document control

Microsoft Outlook

Excel

Descripción del empleo

About Us

Hyde Park Mouldings is a leading architectural and ornamental plaster contracting firm serving high-end residential and commercial projects throughout New York City and beyond. Our four core values are Communication, Reliability, Team Player, and Caring. We are committed to protecting our reputation, our clients, and our operations while scaling responsibly.

The Role

We are looking for an organized, detail-oriented Project Administrator to support our construction projects from project award through production release. This is an administrative role focused on keeping project information accurate, complete, and moving forward: organizing documents, following up on open items, and preparing projects for the next stage. You will work closely with clients and with our sales, drafting, production, and accounting teams once a project is awarded. This is an entry-level to early-career opportunity for someone with strong organization, communication, accuracy, and follow-through. Construction industry experience is helpful but not required; a strong interest in learning our business and processes is equally important.

Key Responsibilities

• Manage the administrative setup and tracking of each construction project from award through production release.
• Create and maintain organized project folders, checklists, contacts, correspondence, and supporting records using company standards.
• Send post-award communications and request required CAD files, drawings, schedules, contacts, and other project information.
• Follow up with clients and internal team members on missing information and escalated unresolved items that could delay CAD handoff, approval, billing, or production release.
• Coordinate certificates of insurance and other administrative requirements.
• Verify that approved contract, sales order, and billing information is accurately reflected in project records.
• Update project records when approved changes are received and notify the appropriate internal team members.

Preferred Experience and Interests

• Interest in learning the construction industry, including construction documents, architectural drawings, project terminology, and company processes.
• Experience in specialty construction, architectural products, manufacturing, millwork, cabinetry, commercial interiors, or a related field is helpful but not required.
• Experience with QuickBooks, order entry, project-management systems, or document control is a plus.
• Exposure to architectural drawings, specifications, quantity takeoffs, certificates of insurance, or progress billing is a plus.
• Associate degree or coursework in business, construction management, architecture, engineering technology, or a related field is a plus.

Qualifications & Requirements

• Strong organization, accuracy, communication, and follow-through.
• Ability to manage multiple active projects, deadlines, open items, and documentation requirements.
• At least 1 year of office administration, customer service, order-entry, project-support, or similar administrative experience; relevant internships or coursework may be considered.
• Good judgment about when to handle an administrative issue and when to handle a technical, pricing, legal, billing, or scope question.
• Comfort using Microsoft Outlook, Word, and Excel, shared folders, checklists, and business software.
• High school diploma or equivalent.

Position Details

• Location: 110 Kennedy Drive, Hauppauge, NY (on-site).
• Employment type: Full-time, hourly, non-exempt; eligible for overtime in accordance with applicable law.
• Schedule: Monday through Friday, 8:30 a.m. to 5:00 p.m.
• Reports to: Chief of Staff.
• Compensation: $25-$30 per hour, based on relevant experience and qualifications.
• Benefits include health insurance with the Company contributing 50% of the employee-only premium, 2 weeks of PTO plus a 1-week company shutdown, 7 paid company holidays, and retirement savings through NYS Secure Choice.
• Opportunity to join a stable, growing company in a collaborative role that supports multiple departments and keeps projects moving.