Design & Construction Office Coordinator

Design & Construction Office Coordinator

Reports to: SVP of Design and Construction

FLSA Status: Non-Exempt

Hours/Week: 37.5

Hudson River Park Trust (the “Trust”) seeks an Office Coordinator to provide critical administrative assistance for the Design & Construction Department. The ideal candidate will be motivated, exceptionally organized and detail orientated. Experience in the design or construction industries is preferred. The Coordinator will process, file and retrieve a wide range of project-related documents such as drawings, submittals, and payment applications. The coordinator will also manage various business processes such as bid solicitation, reprographic contracting, and small purchase orders.

Responsibilities:

• Receive and process documents from internal and external project team members, record transactions via appropriate tracking logs, route documents as needed, and file documents in appropriate electronic and paper locations, as needed.
• Assist in the administration of Procore, our electronic project management software. Ensure projects and users are set up correctly, project directories are kept current and templates are being adhered to.
• Utilize Docusign, our electronic signature software, to ensure documents are properly assembled for signature and correctly routed. Track documents that are out for signature and ensure that fully executed documents are transmitted to the correct team members and appropriately filed.
• Assist project team members and other Trust staff as needed with development and maintenance of document files such as drawings, specifications, approvals, sample materials and similar.
• Prepare records for inactive storage; copy and scan documents as needed
• Assist other Trust departments as needed with researching and retrieving documents (as-builts, approved submittals and similar)
• Assist with project file migrations, audits and Freedom of Information Act Requests.
• Issue RFP or bid packages for on-going procurements in response to requests from potential vendors.
• Assist with contractor outreach and reference checks. Ensure office supplies are properly stocked and organized, accept deliveries, schedule couriers and perform similar support functions as needed
• Administration of the on-call reprographics contract including tracking budget and expenses.
• Coordinate with IT department to ensure D&C specialized software is maintained, copy machines and plotters are operational etc.
• Administrative assistance to various Departments as assigned by management.

Qualifications:

Experience

• 2+ years’ experience in design or construction document management and controls.
• Ability to work both collaboratively with a team and independently to achieve goals under deadlines.
• Experience and interest in using electronic document management systems for controlling and reporting project data.
• Experience & IT skills required to interface with electronic systems.

Abilities/Skills:

• Strong Planning and Organizational Skills.
• Data management experience using software such as Excel or Access.
• Strong written and verbal communication skills.
• Ability to work both independently and in diverse, cross functional teams.
• Ability to handle multiple tasks simultaneously, identify critical tasks and establish priorities under deadlines.
• Proficient with MS office applications.
• Ability to lift boxes weighing up to 20 pounds

Compensation:

• Competitive salary combined with an excellent benefits package including: generous PTO, medical, dental vision and disability coverage, commuter benefits, Flexible spending and participation in New York State Pension System.

Application Process:

Submit resume and cover letter t. Indicate D&C COORD24 in the subject line of the email. No phone calls please.

The Hudson River Park Trust is an Equal Opportunity Employer
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.­­

For more information on the Park, visit hudsonriverpark.org