Job Description

Job Summary:

This project administrator position supports New York State Canal System infrastructure projects. The role involves performing financial and project management tasks under the supervision of project engineers, encompassing various administrative duties from preparing project plans and budgets to tracking invoices and coordinating stakeholder reviews. The position requires proficiency in MS Office Suite, particularly Excel, and experience in a related field. The role may involve a hybrid work schedule with a minimum of three days on-site.

Location: New York, United States

Responsibilities:

- Prepare requests for new projects.
- Prepare project plans, risk registers, project justification memos, contractor award memos, purchase requisition worksheets, scopes of work, and other administrative documents as directed by Project Engineers.
- Prepare purchase requisition worksheets and collect accounting information for new contracts.
- Attend scheduling meetings, update project costs on Excel worksheets based on schedule updates, update NYPA's financial tracking application (UOPP), and verify budget consistency.
- Forecast and verify project budgets and stakeholder resources; regularly update in UOPP.
- Prepare award memos and change order memos to authorize additional contract funding.
- Track monthly invoices and prepare accruals when invoices are delayed.
- Review consultant monthly reports, meeting minutes, and agendas, verifying completeness.
- Coordinate internal stakeholder review of major deliverables, maintain comment logs, and ensure comments are addressed and closed.

Required Skills & Certifications:

- Proficiency with MS Word (including cross-referencing and indexing).
- Proficiency with MS Excel (SUMIFS, COUNTIFS, Pivot Tables, chart creation).
- Ability to understand and communicate technical engineering information clearly in writing.
- Minimum one year of experience in an engineering, construction management, or project administration role.
- Bachelor's degree in engineering (civil or environmental preferred), construction management, business administration, or a related field.

Preferred Skills & Certifications:

- Proficiency with project and construction management software (e.g., Procore).
- Working knowledge of SAP and the ability to use a purchase order system for cost tracking.

Special Considerations:

- Candidates must be local to the Tri-State area and in W2 tax status as an hourly paid employee.
- Fully remote positions are prohibited; hybrid schedules are permissible with a minimum of 3 on-site days, but remote work privileges can be revoked.
- NYPA provides desktops; employees must use personal equipment for remote work. Hybrid work privileges will be revoked if the candidate lacks proper equipment, internet, or cannot work effectively from home.
- Vendors must disclose foreign national status and all visas. A Benefits Waiver and Ethics Disclosure are required during onboarding.
- Overtime is not permitted unless authorized in advance. There are no paid holidays, vacation, or sick days; only paid time worked is compensated.

Scheduling:

- Monday through Friday, 7.5-hour workday with a 0.5-hour unpaid lunch.
- Hybrid schedule (minimum 3 days on-site) permissible depending on assignment; can be fully on-site based on business needs.

Job Tags

Hourly pay, Holiday work, Contract work, For contractors, Local area, Remote job, Work from home, Monday to Friday,

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