Gannett Fleming

Administrative/PMA Team Leader

Job Locations US-NY-New York | US-NY-Woodbury | US-NJ-Marlton | US-NJ-Newark | US-NJ-Piscataway
Job ID
2020-6897
# of Openings
1
Job Category
Administrative & Office Support
Employment Status
Full-Time

At Gannett Fleming, we believe in improving the lives of the people we serve. We believe in innovation and social responsibility. We believe in the diversity of our team and the creative solutions they provide. We believe in embracing change and emerging technologies while maintaining an unmatched standard of quality. We believe in creating an environment where employees can thrive at home and at work. We believe in engaging our employees, building lasting relationships with our clients, and, in turn, making a difference in the world.

 

Excellence Delivered As Promised. It’s more than a slogan. It’s our standard. It’s the expectation we place upon ourselves as individuals and as a company. It represents our commitment to our valued clients, industry partners, and employees. It’s our earnest pledge to do what we say. It’s the core of who we are as a firm and the foundation upon which all of our relationships and projects are built.

What You Will Do

 

Our Construction Services Corporate Business Group is currently looking for an Administrative/Project Manager Assistant (PMA) Team Lead in New York, NY; Woodbury, NJ; Marlton, NJ; Newark, NJ; or Piscataway, NJ. Join our team!

 

As an Administrative/PMA Team Lead, you will be responsible for the management of the workflow of all administrative processes within Construction Services, including AP/AR, human resources needs, general administrative operations, clerical tasks to support other administrative and operations staff, and the support of project managers and project staff. 

 

Responsibilities will include:

  • Manage and facilitate administrative/PMA staff by:
    • Monitoring administrative/PMA staff compliance with corporate requirements, guidelines, and directives
    • Being the liaison between the Construction Services Administrative Manager and the administrative/PMA staff
    • Championing the integration of emerging technologies
    • Supporting and encouraging a learning environment by mentoring administrative/PMA staff and providing a structured career path for the development and growth of staff
  • Provide administrative assistance to the Construction Services Administrative Manager, Construction Services Area Managers, and operations staff by:
    • Providing assistance with key operational activities to include: preparing reports related to AR, processing accounts payable, assisting with project and document preparation and reviews, monitoring project, and using knowledge of corporate applications, requirements, and guidelines to gather and prepare data and information
    • Preparing, attending, and documenting management meetings
    • Organizing all administrative and PMA resources to support the efficient execution of services to clients, including supplies, equipment, trucks, automobiles and other mobile units
    • Keeping the Construction Services Administrative Manager informed of project schedules, staffing needs, new work, client relations, financial results, etc.
    • Performing human resource duties, such as new hire and termination paperwork, timesheet and expense account assistance and monitoring, training records maintenance, and training requirements monitoring
  • Provide project management, administrative, and project accounting assistance throughout the life-cycle of a project by:
    • Managing projects in BST application including opening and closing projects, processing change orders and client and vendor invoices
    • Compiling required documentation for all new and active projects 
    • Reviewing contract requirements for accepted overhead rates, contract fee types, invoicing procedures, insurance requirements, customer survey submission, and subcontractor information
    • Reviewing contracts and coordinating contract reviews with Project Managers and Corporate legal
    • Providing administrative and accounting support for engineering projects while fostering excellent internal and external customer relations and service
    • Ensuring that each project or project phase is properly invoiced in a timely manner and managing all client AR accounts
    • Assisting with the monitoring of job status reports and taking appropriate action with managers to ensure that projects are completed on scheduled and within budget 

 

Minimum Qualifications

  • Bachelor's Degree preferred (or equivalent experience in related field)
  • Minimum of 4 years of relevant experience, including the following:
    • Management of administrative staff
    • AR collection, AP processing, and general accounting rules
    • Understanding of project accounting principles, PMA responsibilities, and project setup and structure
    • Experience with the hiring and onboarding process and general HR rules
    • Knowledge of BST preferred
    • Experience with Intranets, Projections App, Corporate Approval Matrix, CPAR app, Portals, etc.
  • Must have excellent organizational and communications skills
  • Ability to work with all levels of teams
  • Strong attention to detail
  • Proficient in Microsoft Office Suite
  • Ability to identify, analyze, communicate, and implement process improvements
  • Ability to research, interpret, and apply information resources, programs, policies, and procedures
  • Excellent customer service skills

Preferred Qualifications

Life at Gannett Fleming

 

For more than 100 years, we’ve been a leader in global infrastructure solutions with a focus on planning, design, technology, and construction management services for a diverse array of markets and disciplines. Across more than 60 offices, 2,500+ highly qualified professionals are united in an unyielding commitment to deliver excellence to every client and every project, every day.

 

Gannett Fleming is an Equal Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans status or other characteristics protected by law. 

 

Gannett Fleming will not sponsor an employment visa (e.g., H-1B visa), including any visa renewal during employment, for any candidate for this position. No relocation assistance will be provided for this position. Local residents will be given preference.

 

NO AGENCIES PLEASE: Unsolicited resumes from third party agencies will not be accepted.

 

Location: New York, NY; Woodbury, NY; Marlton, NJ; Newark, NJ; Piscataway, NJ
Working Hours: 8 AM – 5 PM
Employment Status: Full-time
Internal Requisition ID:

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