Project Associate - Admin / Office Manager

New York City, NY
Full Time
New York Shared Services
Experienced
Who We Are 
At The Falcon Group, our mission is to deliver exceptional service across a broad range of industries, including multifamily, industrial, commercial, retail, hospitality, healthcare, and forensic/litigation support. Built on decades of experience, we provide a full spectrum of services, from architectural design to civil, structural, mechanical, electrical, and plumbing engineering, as well as construction administration and forensic assessments. This integrated approach allows us to deliver comprehensive, cost-conscious solutions to our clients’ most complex challenges. With a growing presence in key markets and multiple regional offices, we’re expanding rapidly and always looking for talented professionals to join our team. Guided by collaboration, innovation, and integrity, The Falcon Group provides the environment and support to help you thrive personally and professionally.

The Role: Project Associate - Admin / Office Manager
Location: New York City, NY

Job Summary
Immediate Opening for an energetic Project Associate - Admin / Office Manager to provide administrative support in our New York, NY location. The Project Associate - Admin / Office Manager is responsible for assisting with all events and happenings related to a project, including but not limited to drafting and sending proposals, reports, specification and bidding documents to clients, bidding, bid analysis, and project meetings. Maintain office conditions and arrange necessary repairs. Partner with Human Resources to update and maintain office policies. Assist with the onboarding process for new hires

Essential Functions
  • Proofreads, formats, and edits letters, reports, and all other correspondence from draft stage to client-ready work.
  • Responsible for timely distribution of proposals, documents or reports being mailed, faxed, emailed or overnighted. 
  • Assists with filing and maintaining organized records, files, drawings, or other data essential to the project and ensures they are complete and stored appropriately.
  • Assists in answering phone and performs office management duties.
  • Works closely with teams to understand the scope of work, budget, goals, deliverables, and timeline to ensure project success.
  • Responsible for setting up new clients and projects and facilitating project tracking in an ERP Software and Billing Software.
  • Assists in preparing proposals, reports, specifications, finalizing bid forms and construction documents and distributes same to clients for review and contractors for bidding.  Further assists in collecting contractor bids and prepares bid comparison tables and setting up future project cost projection tables for cost estimates and payment applications.
  • Organizes field data to facilitate analysis and problem solving.
  • Works with Executives on receivables and client project maintenance for billing and account accuracy.
  • Participates in administrative staff meetings.
  • Performs other related duties as assigned.

Essential Functions for Office Management
  • Manages facilities to assist with safe and smooth operations.
  • Maintains the office condition and arranges necessary repairs.
  • Partner with HR to update and maintain office policies as necessary.
  • Orders supplies, and tracks inventory to ensure items are readily in stock when needed.
  • Accomplishes special project results by communicating and coordinating requirements with team, evaluating options, evaluating milestones, and meeting deadlines.
  • Assists all departments and regions as needed.
  • Assists with the day-to-day operations of the office.
  • Assists in the onboarding process for new hires.
  • Manages contract and price negotiations with office vendors.
  • Keeps office equipment operating by following the necessary operating instructions.
  • Assists with new office setups by renting space, establishing utilities, equipment and services.
  • Maintains vendor relationships by responding to requests, providing information and resolving problems.
  • Performs other duties as assigned by management 
Education
  • Bachelor’s degree from a four-year college or university, or relevant work experience.
Estimated salary range for this position is $50,000.00 to $70,000.00.
The salary listed is an estimate and not guaranteed. The salary offered will vary based on experience, education, skills, abilities, and certifications/license.
Work Experience
  • One to two years of experience, and/ or training, or equivalent combination of education and experience.
Skills
  • Proficiency with MS Office (Word, Excel, Outlook).
  • Excellent written and verbal communication skills.
  • Excellent spelling, grammar, and proof-reading skills.
  • Always presents in a professional manner.
  • Self-starter with strong multi-tasking and follow-up skills.
  • Ability to prioritize.
  • Good time management skills and proactive approach.
  • Strong attention to detail while maintaining consistent workflow and meeting deadlines.
  • Ability to work independently as well as part of a team.
  • Excellent customer service skills to represent the organization with clients, affiliates, and outside agencies and to efficiently obtain needed information.
  • Ability to work overtime if needed.
Employee Benefits
We offer competitive salaries, professional work environments and a comprehensive benefits package. Benefits include:
  • Medical, Dental and Vision coverage, where we pay a portion of the premiums.
  • Supplement Insurance Options- Life, AD&D, Legal Plan, Pet Insurance, Critical Illness, Hospital Indemnity and Accident Plans. 
  • Fully Company funded Short-Term & Long-Term Disability benefits.
  • 401K- A retirement program where we provide a match up to 3%.
  • We offer Paid Holidays, Paid sick time and Vacation days.
  • Employee Referral Program.
  • Employee Recognition Program.
  • Continuing Education Reimbursement.
  • Professional Licensing Assistance.
  • Jury Duty Leave.
  • Maternity/Paternity Leave.
  • Mobile Phone Reimbursement/ discounts. 
  • Employee Assistance Program.
  • Workers Compensation.
Equal Opportunity Employer/ Veterans/ Disabled


 
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