Project & Office Adminstrator
Company: LaBella Associates
Location: Syracuse
Posted on: February 16, 2026
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Job Description:
Job Description Job Description This position provides
day-to-day administrative leadership, acting in a collaborative
partnership with Project Managers and Project Architects in the
management of projects. Candidate can demonstrate clear and concise
communication skills – written and verbal. Primary scope of
responsibility is management of administrative work assignments,
the flow of project information (as directed by Project Team) and
overseeing and managing various administrative duties in support of
our firm. There is potential for client interaction to communicate
and collaborate with the specific needs of the client in the
reporting of project elements. Looking for someone with 10-years’
experience in administration, accounting, and management in the
construction industry. The description of tasks and
responsibilities noted in this document are not all-inclusive, but
to demonstrate the primary job roles to be required. Additional
responsibilities and tasks may be subject to the job as the
candidate develops the position of P&O Administrator. Duties:
Design and Construction Project Administration (reference Task
Matrix) · Attends project kick-off meetings to help determine and
delegate administrative functions for the project team ·
Coordinates/assists each project the following forms and project
paperwork: o New York SED, SUCF, DASNY submission paperwork and
filing requirements · Maintains and tracks in collaboration with
project manager the Construction Administrative software for
projects (Master Library, Procore, etc.) and makes sure pertinent
items, such as RFIs, RFPs, CEs, minutes, and submittals, are copied
and archived on our server. · Project Start Up Items: tracking and
flow management of bonds, insurance, schedule of values, and other
required deliverables required of awarded contractors prior to
contract execution. · Utilizing Master Library tracks RFI’s, RFP’s,
PCO’s and submittals (monitors consultants’ review and processing
of above items; communicates directly with engineers). · Prepares,
in collaboration with the PM, change orders, punch lists, meeting
minutes, and other project specific documents. · Coordinates,
reviews, and processes Contractor’s Payment Requisitions. ·
Generate, in collaboration with PM, project field reports, punch
lists, and directives and distributes to relevant team members. ·
Manage and directs the requirements of project close out Items: o
G707, G706, G706A, punch lists, final co, AIA G704, etc. o final
payment application & release of liens. o Operation and Maintenance
manuals, warranties, and as-built documents. o Schedules
10–11-month project walk-throughs prior to warranty expiration. ·
Responsible for project related filing include archiving in
conjunction with PMs. · Maintain the ‘Project Information File’
throughout the life of the project with project team and marketing.
The PIM is a company specific tool used to set-up and manage the
project, staffing, and budgets for a job. · Other items as needed.
General Office Administration · Management and procurement of
office materials, including, but not limited to, office supplies,
kitchen supplies, and printing equipment needs. · General Reception
– the face of the office. We have minimal public access to the
firm, but there are intermittent needs for reception tasks – as
needed: o Manage the main office phone line calls, o Sign for and
distribute mail and packages, o Collect and process outgoing mail
and packages, · Assists with on-boarding of new employees (as
needed): o Assist with computer/tech set-up o Email sends welcome
email prior to start date o Manages onboarding checklist with
partner o Meets with new employees on first day, goes over
on-boarding requirements, gives office tour and introductions,
coordinates and attends welcome lunch. · Assists with staffing and
reporting to studio leadership. · Assists with proposal production
and distribution. Specifications Wage Rate Registration & client
updates (Bid, award, and completion) Letters & correspondence
assistance, filing, & tracking File/folder management Pay
Application - math check and processing Budget Tracking for the
project (LaBella) Change Orders/RFPs - tracking and processing RFI
processing and tracking Contract/Fee Proposal Drafting and
processing Print Management Assistance Office Management support -
Mail, supplies, coordination with others - IT, etc. Schedule and
Plan Lunch & Learns/trainings/CEUs Receptionist/Phones Maintain
project calendars/milestones for office Submittal management and
tracking Meeting minutes - keep and publish, file Manage and track
staffing on projects Billing Assistance/tracking on projects Setup
New Employees Manage/Coordinate deliveries/orders - drop off
drawings for permit, printing, pickups Assemble/Assist with
proposals, set up Proposal and Contract 's for project Bid
assistance, set up tabs, recommendation letters, LOI, Contracts,
etc. Establish work flows and check lists for Agency reviews (SED,
DOH, etc.) Ability to support a diverse variety of clients - K-12,
Higher Ed, Municipal, Developers, Healthcare, etc. Salary Range:
$55,000 - $70,000 per year The specific salary offered may be
influenced by a variety of factors including but not limited to the
candidate's relevant experience, education, and work location.
Requirements Experience with agency review procedures and
requirements for New York State Education Department (NYSED),
Dormitory Authority of the State of New York (DASNY), State
University Construction Fund (SUCF), etc. as it relates to
submission and processing of health care, higher education, and
public education projects. Experience with the administrative
aspects of projects under construction, such as the processing of
submittals, distribution of requests for information (RFI),
tracking and logging of changes in construction, and management of
budgets in the processing of contractor pay applications, change
orders, and reconciliation of final costs to support fiscal
advisors. Willingness to learn and develop processes that improve
communication, efficiency, and collaboration among the entire team
– internal and external. Demonstrated experience with maintaining
strong client relationships from project initiation through
closeout. Ability to grasp and support client goals and needs and
ensuring they are met throughout the project. Education and/or
Experience · Associate’s degree in business administration or
related field (Bachelor’s degree preferred) and/or · 10-years’
experience in the design/construction industry performing
administration of projects · Some management experience preferred
Technology experience Deltek (About | Deltek) · AIA online software
system – for processing AIA contracts, agreements, etc. (Contract
Confidently with Your Building Owner) Microsoft office suite
Microsoft Teams, Google Meet, and Zoom Docusign (Docusign | 1 in
Electronic Signature and Intelligent Agreement Management) Procore
Project Management Software ( Request a Demo | Procore) Blue Beam
and Adobe Acrobat Professional (Compare Plan Costs & Options -
Bluebeam Construction Software) Spec Link cloud-based
specifications software (RIB SpecLink | Best Construction
Specification Software) Benefits Body, mind, and wallet—LaBella’s
benefits support a holistic approach to your health and wellness,
creating the foundation for physical, mental, and financial
well-being. Our benefit offerings cover the must-haves (healthcare
and retirement), the just-in-cases (insurances and employee
assistance programs), and the cherry-on-tops (fitness
reimbursements, year-end incentive pay, and tuition assistance).
Visit our website for more details on benefits listed below.
Flexible Work Schedule Health/Dental Insurance 401k Plan with
Employer Match Paid Parental Leave Short & Long Term Disability
Profit Sharing Paid Time Off Leadership Development Program Fitness
Reimbursement Tuition Reimbursement Referral Bonus Program Wellness
Program Team Building Events Community Service Events LaBella is
committed to facilitating a culture where diversity, equity, and
inclusion are respected, valued, and celebrated by implementing
thoughtful, practical, and innovative strategies that support our
employees and serve the communities in which we reside. All
applicants will be considered for employment without regard to
race, color, religion, age, national origin, ancestry, ethnicity,
gender (including pregnancy, childbirth, breastfeeding or other
related medical conditions), gender identity, gender expression,
sexual orientation, marital status, veteran status, disability,
genetic information, citizenship status, characteristic or
membership in any other group protected by federal, state or local
laws. LaBella Associates does not accept unsolicited resumes from
recruiting professionals or agencies, nor do we accept resumes from
any source that does not reference a specific, open position.
LaBella Associates will not be responsible for any fees arising
from the use of resume submitted by recruiting professionals or
agencies that do not have a current placement fee agreement with
LaBella Associates. All initial communication with recruiting
professionals or agencies must go through human resources.
Keywords: LaBella Associates, Syracuse , Project & Office Adminstrator, Administration, Clerical , Syracuse, New York