Job Summary
OFFICE ADMINISTRATOR / PROJECT COORDINATOR
High-End Residential Construction | Quogue, New York
A high-end construction company serving the Hamptons is seeking a highly organized, proactive Office Administrator / Project Coordinator to support daily office operations and the administrative needs of active construction projects. This role is ideal for a detail-oriented professional who can manage competing priorities, maintain accurate records, communicate effectively with vendors and subcontractors, and help keep projects and the office running smoothly.
Location – Quogue, NY 11959
Schedule – Full-time – Monday – Friday, 8 hour shift
Compensation – Approximately $60,000.00/year, commensurate on experience,
Key Responsibilities
Office Administration
· Oversee day-to-day office functions, including answering calls, checking messages, directing inquiries, managing office inventory, ordering office supplies, and coordinating service for office equipment.
· Maintain organized digital and physical filing systems; perform accurate data entry; and protect confidential company, employee, client, and project information.
· Assist with basic bookkeeping, expense tracking, invoice documentation, and other administrative support as requested.
· Support employee onboarding, offboarding, workspace setup, company events, and other general office initiatives.
Procurement & Vendor Coordination
· Coordinate material procurement by obtaining pricing and availability, preparing or processing purchase orders as directed, placing approved orders, and maintaining clear order records.
· Track material orders, lead times, backorders, delivery dates, and confirmations; proactively follow up with suppliers and communicate potential delays to project teams.
· Maintain current vendor contacts, product information, and procurement documentation, including quotes, purchase orders, receipts, and delivery records. All filed within company filing structure/system.
Project Documentation & Administrative Support
· Prepare, organize, and maintain AIA-related project documents, including payment application support and other forms, as directed by project management and accounting.
· Maintain accurate project tracking documents, including change order logs, RFI logs, submittal logs, and related status reports; diligently follow up with responsible parties on outstanding items.
· Assist project managers with document distribution, meeting records, closeout documentation, and other project correspondence.
· Provide permitting assistance, including gathering required information, assembling submission packages, tracking application status, scheduling inspections when directed, and maintaining permit records.
Licensing, Insurance & Subcontractor Compliance
· Maintain a master schedule of contractor and business licenses, registrations, and renewals; prepare and submit renewal materials on time and retain current documentation.
· Support subcontractor prequalification and compliance by collecting, reviewing, and tracking required agreements, licenses, W-9s, certificates of insurance (COIs), and other documentation.
· Track subcontractor COI expiration dates and request updated certificates before expiration date.
· Coordinate with the company's insurance-vetting service, insurance brokers, subcontractors, and internal staff to resolve documentation or compliance issues.
Fleet & Asset Administration
· Maintain vehicle and equipment records, including registrations, inspections, insurance documentation, assigned drivers, mileage, and service history.
· Track preventive maintenance and repair schedules; coordinate service appointments and keep management informed of upcoming or overdue service needs. Utilize on-staff personnel for pickup and dropoff of vehicles or equipment.
Qualifications & Skills
· Prior experience as an Office Administrator, Project Coordinator, Construction Administrator, or in a similar administrative role; construction-industry experience is strongly preferred.
· Excellent organization, follow-through, time management, and attention to detail, with the ability to manage multiple deadlines and changing priorities.
· Professional written and verbal communication skills and confidence working with project managers, vendors, subcontractors, insurance representatives, and municipal offices.
· Proficiency with Microsoft Office, especially Outlook, Word, and Excel; aptitude for learning project-management, accounting, procurement, and compliance platforms.
· Working knowledge of construction documentation, AIA forms, permitting, insurance certificates, or subcontractor compliance is a plus.
· Basic bookkeeping knowledge and comfort handling invoices, purchase records, and expense documentation.
· Sound judgment, discretion, and a strong commitment to accuracy and confidentiality.
Compensation & Benefits
· Salary: approximately $60,000 per year, depending on experience and qualifications.
· Health insurance offering.
· Paid holidays.
· Paid time off.
Position Details
· Full-time, on-site position in Quogue, New York 11959.
· Monday through Friday; 8-hour shift.
We are looking for a dependable, solutions-oriented professional who takes ownership of details and enjoys supporting both office operations and construction project teams.
Pay: $59,999.00 - $60,000.00 per year
Benefits:
- Health insurance
- Paid time off
Work Location: In person
