As a trusted national architecture/engineering/construction consulting firm, Marx Okubo works with real estate owners, investors and lenders—at every point of the property lifecycle—to evaluate their building projects, solve complex challenges and implement tailored solutions. We value technical proficiency, innovation, dedication and achievement as well as collaboration, both within our organization and in our client interactions.

We're building our team in White Plains, NY, seeking a Project Administrator. We are on a hybrid schedule, with 2 days in office, one of which is Monday, and 3 work from home.

Position Description

The Project Administrator (PA) contributes to the team by:

• Entering accurate job data into Dynamics 365
• Setting up the job folders
• Reading the contract for job specific details
• Ensuring the team is aware of any specific client guidelines
• Selecting appropriate templates
• Requesting documents from the client
• Coordinating and scheduling the site visit as needed
• Establishing deliverable due dates
• Conducting government research for the subject property
• Uploading documents received
• Completing assigned sections of the report
• Manipulating photos into our template
• Adding data from the Application for Payment to our spreadsheet template
• Reviewing the final product for continuity and language
• Converting all native documents into an electronic pdf deliverable and issuing it to the appropriate parties
• Creating and sending invoice(s)

The PA is also responsible for:

• Being the knowledge leader on company protocols and standards
• Typical administrative duties such as receiving couriers, answering the phone, office and breakroom inventory

Skills Required

The successful PA will:

• Display exceptional proofreading, editing, grammatical, content reading, and formatting skills
• Be able to communicate with appropriate outside parties via phone and email displaying a high degree of professionalism and confidentiality
• Be comfortable conducting basic research by phone and online
• Perform successfully in a self-directed manner as well as within a team
• Diligently communicate with team to meet job deadlines
• Respond to fluctuating work loads and changing priorities with a positive attitude
• Organize details for multiple jobs, multiple clients, and multiple teams
• Have exceptional attention to detail
• Continually seek to learn about our clients, building systems, real estate transactions, and how to be a valued team member
• Understand the nature of our business is demanding and that a certain amount of flexibility is critical, and overtime is sometimes required
• High school diploma or equivalent required

Software Skills

• Required Proficiency in Outlook, Word, Excel
• Beneficial experience with Teams, Dynamics 365 (CRM), PowerPoint, Bluebeam, Box

Physical Requirements

• Must be able to remain in a stationary position 50% of the time
• Occasionally move about inside the office to access office machinery, collaborate with others, etc.
• Consistently operates a computer
• Frequently communicates with team members. Must be able to exchange accurate information
• Must be able to recognize errors in written reports that may include photos and diagrams
• Must be able to lift up to 15 pounds at times

Marx Okubo performs background checks, via an agency, on candidates that are made offers of employment which includes a confirmation of education and professional certifications, review of driving record for insurance purposes, court records, and professional references. Each background check is reviewed on an individual basis for criminal and driving history violations, and any inconsistencies, to determine next steps in the recruitment process.

Benefits

Marx Okubo is a privately held Employee Stock Ownership Plan firm; employee-owned, we offer internal growth, continuing education, mentor/mentee opportunities, as well as 100% paid health insurance premiums for employees, up to a 30% match on your 401(k) contributions, and competitive compensation. Our expected starting range is $25-29 per hour, with considerations for experience, skills, and education levels. Our culture is open to curious and analytical mindsets.

Marx Okubo is an equal employment opportunity employer. The Company’s policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, sexual orientation, gender identity, religion, national origin, age, military status, disability, genetic information or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories. It is also Marx Okubo’s policy to comply with all applicable state and federal laws respecting consideration of unemployment status in making hiring decisions.

No agencies will be used to fill this position.