Administrative Coordinator – Contracts & Budgets

Job description

Administrative Coordinator – Contracts & Budgets

Location:
Clinton, NY
Open Date:
Feb 12, 2021
Description:

Under general supervision, the Administrative Coordinator provides a wide range of administrative support services for campus planning and construction project administration, including contract and budget responsibilities, as well as assist in the procurement and monitoring of service contracts.

Coordination of the design and construction contract and budget process:

  • Provide administrative support for design and construction projects, to include correspondence, bid processes, file management, invoicing, and closeout processes
  • Develop and distribute contracts for design and construction services
  • Develop detailed knowledge and coordinate application of the FM Procurement Policy
  • Create, manage, and maintain various reports for the capital budget and specific projects and become a proficient user of the project management software application
  • Develop and maintain master contracts log
  • Attend and provide document support and record keeping for selected planning, budgeting and capital project meetings
  • Organize and schedule project meetings, work sessions, and other gatherings as requested
  • Collect, consolidate, and distribute design review comments
  • Assist with special projects and other duties as assigned

Administrative support for procurement of contracted services:

  • Working directly with the Associate Director of Business Operations and functional area managers, provide administrative coordination for the procurement of contracted services
  • Update bimonthly service contract spending log

Provide back-up support to Operations Support Specialist when needed:

  • Greet visitors and manage multi-line switchboard in the absence of the Operations Support Specialist
  • Distribute contractor and vendor badges, keys and parking passes
  • Actively participate in building our diverse, inclusive, and equitable campus community.

Qualifications:
  • Outstanding customer service skills; continuous improvement mindset
  • Ability to work collaboratively with both internal and external campus stakeholders
  • Skills to develop, interpret, and present operational, project, and financial data
  • Detail oriented, exceptional organizational and analytical skills
  • Excellent written and oral communication skills
  • Extensive experience and proficiency with MS Office Products (Word, Excel, Project, Powerpoint)

Application Instructions:

Please submit cover letter, resume and contact information for three professional references.  Consideration of candidates will begin immediately and continue until the position is filled.

 

 

 

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Job No:
Posted: 2/14/2021
Application Due: 4/7/2021
Work Type: Full Time
Salary: