Construction Document Administrator

NK Architects, P.A. • Morristown, NJ

1d • Hybrid

About The Position

We are looking for an enthusiastic and motivated individual to join the NK Team. This is a unique opportunity for someone who enjoys providing administrative support to projects. The primary function of this role is to support NK Project Managers and Project Architects in the management and flow of documents during the Construction Administration phase of projects. The position requires a high level of interaction and coordination with NK technical team members as well as project contractors and consultants. This position will report to a Sr. Project Manager and the ideal candidate should be a self-starter, work well independently and be able to self-manage priorities and tasks. The position will involve documents management in project information management (PIM) software platforms such as NewForma, Procore, and Autodesk Construction Cloud. Training, mentorship, and support will be provided. This position is a hybrid role in line with NK’s current office policy, 3 days per week in the office, 2 days working remote. Office policy is subject to change. Days working in the office are flexible and may vary based on business and employee needs. The position is located at NK Architects NJ office, 95 Washington Street, Morristown NJ, 07960. Public transportation is available. Parking is available.

Requirements

• Strong written and verbal communication skills.
• High level of organization and attention to detail.
• Ability to manage multiple concurrent tasks and meet deadlines.
• Strong follow-through and accountability.
• Problem-solving, resourceful and results oriented mindset
• Proficiency in Microsoft Office 365 and related programs including Word, Excel, Outlook, and Teams.
• Professional demeanor when communicating with contractors and consultants.
• Ability to work collaboratively within a project team environment.
• High School Graduate Required

Nice To Haves

• Experience with Newforma Project Center preferred.
• Prior construction administration experience preferred.
• College Degree a plus
• Prior experience with architectural, engineering, and construction process a plus
• Prior administrative experience a plus

Responsibilities

• Maintain and monitor all construction phase documentation within Newforma.
• Monitor firm-wide project status for projects entering bidding or construction administration phase.
• Proactively work with CCA and project lead to establish project needs.
• Review incoming submittals and RFIs for completeness and compliance with firm standards and specified requirements, including naming conventions, required content, and formatting.
• Route submittals and RFIs to appropriate internal team members and external consultants for review.
• Track review durations and follow up to maintain established turnaround times.
• Distribute reviewed and finalized documents to contractors and parties required.
• Provide weekly status reports to the project team summarizing outstanding submittals, RFIs, and pending reviews.
• Notify project teams of overdue responses or missing documentation to uphold project schedule.
• Support project punch list and close-out procedures.
• Support the development and refinement of standard construction administration templates and workflows.
• Maintain strict confidentiality of project and client information.
• Adhere to firm policies regarding data security, documentation integrity, and regulatory requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED