Construction Document Administrator

About NK Architects:

Find more information at www.nkarchitects.com

Founded in 1972, NK is a regional firm with offices in New Jersey, New York City and Pennsylvania, and a staff of approximately 90 employees working with clients throughout the country. We value diversity, equity and inclusion and strive to foster a workplace that mirrors the communities in which we work.

We build lasting relationships that create sustainable value — for our clients, for ourselves and for our communities.

At NK Architects, we partner with mission-driven organizations who are committed to serving their communities. Our purpose: empowering healthcare providers, educators, and allied organizations to leverage design in pursuit of individual and collective wellbeing.

With our integrated team of architects, interior designers, planners, and engineers, we advocate for the people who are served by the spaces we design. We engage with our clients on a personal level, as both institutions and people, so we can help them do better what they do best.  

We know our clients take their work personally. We do too.

NK Architects is an Equal Opportunity Employer

Candidates must be eligible to work in the United States. No sponsorship can be provided.

Construction Document Administrator

We are looking for an enthusiastic and motivated individual to join the NK Team.  This is a unique opportunity for someone who enjoys providing administrative support to projects.  The primary function of this role is to support NK Project Managers and Project Architects in the management and flow of documents during the Construction Administration phase of projects.

The position requires a high level of interaction and coordination with NK technical team members as well as project contractors and consultants. This position will report to a Sr. Project Manager and the ideal candidate should be a self-starter, work well independently and be able to self-manage priorities and tasks. The position will involve documents management in project information management (PIM) software platforms such as NewForma, Procore, and Autodesk Construction Cloud. Training, mentorship, and support will be provided.

This position is a hybrid role in line with NK’s current office policy, 3 days per week in the office, 2 days working remote.  Office policy is subject to change.  Days working in the office are flexible and may vary based on business and employee needs. The position is located at NK Architects NJ office, 95 Washington Street, Morristown NJ, 07960.  Public transportation is available. Parking is available.

Supervisory Responsibilities:

None

Duties and Responsibilities:

Key responsibilities include but are not limited to:  

• Maintain and monitor all construction phase documentation within Newforma.
• Monitor firm-wide project status for projects entering bidding or construction administration phase. Proactively work with CCA and project lead to establish project needs.
• Review incoming submittals and RFIs for completeness and compliance with firm standards and specified requirements, including naming conventions, required content, and formatting.
• Route submittals and RFIs to appropriate internal team members and external consultants for review.
• Track review durations and follow up to maintain established turnaround times. Distribute reviewed and finalized documents to contractors and parties required.
• Provide weekly status reports to the project team summarizing outstanding submittals, RFIs, and pending reviews. Notify project teams of overdue responses or missing documentation to uphold project schedule.
• Support project punch list and close-out procedures.
• Support the development and refinement of standard construction administration templates and workflows.
• Maintain strict confidentiality of project and client information. Adhere to firm policies regarding data security, documentation integrity, and regulatory requirements.

Required Skills/Abilities:

• Strong written and verbal communication skills.
• High level of organization and attention to detail.
• Ability to manage multiple concurrent tasks and meet deadlines.
• Strong follow-through and accountability.
• Problem-solving, resourceful and results oriented mindset
• Proficiency in Microsoft Office 365 and related programs including Word, Excel, Outlook, and Teams.
• Experience with Newforma Project Center preferred.
• Prior construction administration experience preferred.
• Professional demeanor when communicating with contractors and consultants.
• Ability to work collaboratively within a project team environment.

 Education and Experience:

• High School Graduate Required
• College Degree a plus
• Prior experience with architectural, engineering, and construction process a plus
• Prior administrative experience a plus