Find & Apply For Office / Administrative Assistant Jobs in Rensselaer, New York

Project & Account Administrator - Part-Time Ayzo Ridge Design + Consulting Rensselaer, NY Job Details Part-time $24 - $28 an hour 6 hours ago Benefits Paid holidays 401(k) Paid time off Flexible schedule Qualifications Customer communication Research Organizational skills Payroll Construction administrative experience Account management Time management Full Job Description About the Position Ayzo Ridge Consultants, LLC is seeking an organized, personable, and detail-oriented Project & Account Administrator to support our Project Management and Operations teams. This position is ideal for someone who enjoys client communication, organization, project administration, and keeping the details behind a project moving forward. The Project & Account Administrator will work alongside our Project Managers to help maintain client accounts, organize project documentation, track contract requirements, and provide administrative support throughout the life of a project. This is a support-focused position. You will not be expected to independently manage commercial signage projects. Our Project Managers remain responsible for overall project execution and delivery, while this position helps ensure the administrative side of our projects remains organized, documented, and on track. The position will also provide administrative support to our Operations team with certified payroll, compliance, billing documentation, and project financial tracking. What You'll Do Client & Account Support Help maintain positive relationships with current clients and project contacts. Assist with client communication and project follow-ups. Maintain awareness of assigned accounts, active projects, and outstanding items. Track information, documentation, and approvals needed from clients. Help ensure client questions and requests are directed to the appropriate team member. Maintain consistent and professional communication with clients. Follow up with past and current clients as needed. Help identify potential upcoming projects and repeat-business opportunities. Project Administration & Project Manager Support Provide administrative support to Project Managers throughout the project lifecycle. Assist with setting up new projects and organizing project files. Support the transition of awarded projects from Estimating to Project Management. Help track project documentation, approvals, submittals, and outstanding information. Follow up on administrative items requested by Project Managers. Assist with change-order documentation and project records. Help track important project milestones and administrative deadlines. Assist with organizing warranties and project closeout documentation. Help ensure Project Managers have the information and documentation needed to keep their projects moving forward. Contracts & Project Documentation Assist with reviewing contracts and purchase orders against Ayzo Ridge's proposals and awarded scope. Help identify and track important contract requirements and deadlines. Maintain required project and contract documentation. Track insurance certificates, submittals, lien waivers, warranties, and other required documents. Assist with change-order documentation. Help ensure required documentation is completed and submitted on time. Maintain organized electronic project files. Follow up with internal and external team members when required documentation is outstanding. Operations Support The Project & Account Administrator will assist the Operations team with administrative tasks related to project billing, financial tracking, certified payroll, and compliance.

Responsibilities may include:

Assist with tracking project billing milestones. Help gather documentation needed for invoices and pay applications. Assist with tracking approved and pending change orders. Help maintain documentation related to retainage and other project billing requirements. Assist with certified payroll documentation for applicable projects. Help gather payroll and project information needed for certified payroll submissions. Maintain prevailing-wage and project compliance documentation. Track required submission dates and organize documentation for review. Help identify missing financial or compliance documentation and follow up with the appropriate team member. Final payroll, billing, accounting, financial decisions, and compliance oversight remain the responsibility of Ayzo Ridge's Operations and Accounting teams. Estimating & Preconstruction Support As time and workload allow, this position may also assist our Estimating team with: Organizing bid documents and project information. Helping gather vendor pricing. Assisting with smaller takeoffs or estimates. Tracking bid requirements and submission information. Supporting project handoffs from Estimating to Project Management. Helping identify upcoming bid opportunities with existing clients. Marketing & Business Development Support Marketing and business development will be a secondary component of this position and may include: Assist with maintaining relationships with past and current clients. Help with client follow-up and targeted outreach. Identify completed projects that could be highlighted through Ayzo Ridge's portfolio, case studies, or social media. Help gather completed-project photographs and project information. Assist with project spotlights and marketing content. Help organize and maintain marketing materials. Research potential general contractors, architects, developers, institutions, and other potential partners. Assist with occasional networking events, client meetings, and business-development initiatives. Communicate potential project leads to Estimating and Company leadership. What We're Looking For We're looking for someone who is organized, dependable, comfortable communicating with clients, and naturally good at following through on details.

The ideal candidate:

Has strong organizational and time-management skills. Has excellent written and verbal communication skills. Is highly detail-oriented. Can comfortably manage multiple priorities and deadlines. Is proactive about following up on outstanding items. Is professional and confident communicating with clients, contractors, and internal team members. Is comfortable working with contracts, spreadsheets, and project documentation. Is willing to learn construction contracts and project requirements. Is comfortable working with basic project financial information. Can work independently while knowing when to ask questions or escalate an issue. Enjoys supporting a team and helping others stay organized. Is comfortable learning new software and internal processes. Preferred Experience Experience in one or more of the following areas is helpful: Project or construction administration Project coordination Contract administration Commercial construction Client or account coordination Certified payroll or prevailing-wage documentation Pay applications or construction billing documentation Estimating or preconstruction support Working with general contractors, architects, subcontractors, or construction teams Marketing or business-development support Candidates do not need experience in every area listed above. We are looking for someone with strong organizational skills who is willing to learn and grow into the position. Technology Candidates should be comfortable using or learning: Microsoft Outlook Microsoft Word Microsoft Excel PDF and electronic document-management tools Project-management and construction software Experience with construction project-management platforms is helpful but not required. Schedule & Compensation This is a part-time, in-office position based in Rensselaer, NY.

Pay:

$24.00-$28.00 per hour, based on experience

Minimum Schedule:

24 hours per week

Minimum Days:

3 days per week

Work Location:

In-office Paid Time Off:

Paid PTO available to eligible part-time employees.

Paid Holidays:

Company-paid holidays throughout the year 401(k): Eligible to participate in Ayzo Ridge's 401(k) retirement plan

Professional Development:

Opportunities for continued training and professional growth The specific weekly schedule can be discussed during the interview process. About Ayzo Ridge Ayzo Ridge Consultants, LLC is a NYS and NYC WBE-certified signage design and consulting company specializing in commercial signage projects. Our services include signage design and planning, estimating, permitting, fabrication coordination, project management, and installation management. Our team works collaboratively across Estimating, Design, Project Management, Operations, Production, and Installation to deliver signage projects from initial planning through final installation. Why Join Ayzo Ridge? This position offers the opportunity to learn multiple sides of the commercial signage and construction industry without being expected to independently manage projects. You'll work closely with our Project Management and Operations teams while gaining experience with client accounts, contracts, project documentation, estimating, billing support, compliance, and business development. As you become familiar with Ayzo Ridge's clients, projects, and processes, there is an opportunity to grow with the Company and take on additional responsibilities over time. Most importantly, we're looking for someone who naturally asks: What's outstanding? What's due next? What are we waiting for? Is the documentation complete? Who needs to follow up? If you enjoy creating organization around busy projects, communicating with clients, solving problems, and helping a team stay ahead of deadlines, we'd love to hear from you. How to Apply Please submit your resume through Indeed. We are especially interested in candidates who enjoy organization, client communication, problem-solving, and helping project teams stay organized and moving forward.

Pay:

$24.00 - $28.00 per hour Expected hours: No less than 24.0 per week

Benefits:

401(k) Flexible schedule Paid time off

Work Location:

In person