Project Administrator

Who we're looking for:

We're looking to build the best teams possible with highly motivated and engaged employees. We have an exciting opportunity for a Project Administrator to join The Douglaston Companies. If you are looking to work in a collaborative and supportive environment, but also be challenged in your role, we welcome you to apply!

Essential duties and responsibilities:

• Maintain all project related documentation, correspondence, logs, electronic and paper filing system
• Assemble and track Bid Packages for trade procurement, including the processing of Scopes of Work
• The preparation and tracking of all Agreements including Trade Agreements, Subconsultant Agreements, Purchase Orders, etc.
• Data Entry and/or Processing documents using Prolog Manager Software; Contracts, Purchase Orders, Schedule of Values, RFIs, Submittals, 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 petty cash, 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 Owners Manual and required as-built drawings for project turnover
• Data Entry of cost commitments into accounting software
• Work closely with project accountant and project team to coordinate subcontractor requisitions
• 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

Qualifications, skills and abilities:

• Minimum of 4-years construction administration experience required
• Proficient in Prolog 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)

Who we are:

Douglaston Development, Levine Builders, and Clinton Management are a dynamic privately held group of companies with a unique owner-builder-manager advantage, known collectively as The Douglaston Companies.

The Douglaston Companies started with the founding of Levine Builders in 1979 with just two people. Standing by our core values of integrity and ethics for the past four decades the firm has grown to 200 employees. By providing general contracting and construction management services, Levine Builders has built, renovated and rehabilitated thousands of residential units and millions of square feet of commercial, hotel, office buildings, retail centers, religious, educational, and healthcare facilities.

With the later establishment of Douglaston Development as the driving engine of the organization, the two companies worked in unison to leverage each others expertise to develop and build most complex projects while also growing and thriving in challenging markets.

In 2002, Clinton Management was founded to manage the expanding portfolio of developments created by Douglaston Development and constructed by Levine Builders. Clinton Management oversees a broad portfolio of moderate income housing, luxury apartments, commercial, and retail properties.

Each affiliate company works together to cohesively acquire property, develop it to its full potential, and manage it efficiently, assuring that each investment achieves and maintains maximum value and profitability while strengthening the community in which the assets are located.

The Douglaston Companies is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, gender, gender identity or expression, sexual orientation, genetic information, national origin, ancestry, medical condition, disability, marital status, caregiver status, pregnancy, citizenship, age, military or veteran status, or other applicable legally protected

Salary : $85,000 - $95,000