Office AdministratorNewNew York, New York, United States - Luster National : Job Details

About the Position:

We're seeking an Office Administrator to support large-scale heavy civil construction programsincluding highways, roads, bridges, transit (including rail and bus), and airport projects delivered through both traditional and alternative methods. Your primary focus is to keep the office running smoothly: manage calendars, coordinate meetings, handle correspondence, and support both staff and visitors. You'll also assist with onboarding, maintain organized records, track supplies, and help ensure the office environment supports project success. At the core, you'll be the point person for office administrationkeeping the team running smoothly behind the scenes.

This is a long-term, full-time, on-site position located in Manhattan, NY.

Responsibilities:

• Furnishes information and responds to routine correspondence when necessary.
• Coordinates the receipt, distribution, and delivery of mail both to and from the office.
• Delivers new hire orientation when needed.
• Gather and summarize a variety of data from multiple sources, and compile into reports.
• Organizes and maintains office files (electronic and hardcopy) and records in accordance with project retention policy and procedures.
• Tracks and coordinates the acquisition and distribution of materials, supplies, and equipment.
• Maintains inventory of furniture and equipment.
• Working with Office Manager, assisting with office moves, and coordinating with facilities on any building maintenance issues.

Attributes:

• Excellent written and verbal communication and interpersonal skills.
• Excellent multi-tasking and organizational skills.
• Collaborative mindset that fosters teamwork, trust, and positive relationships.
• Natural curiosity, problem-solving abilities, and a passion for continuous improvement.

Minimum Qualifications:

• Bachelor's degree in business administration, communications, or related field, or equivalent combination of education and experience.
• 5+ years' experience in an administrative role working on heavy civil infrastructure projects, preferably in the transit sector.
• Demonstrated ability to compose, proofread, and edit written documents, such as routine letters, business correspondence, and reports of varying complexity.
• Demonstrated ability to maintain confidentiality.
• Proficiency with Microsoft Office Suite/Office 365 (e.g., Outlook, Teams, Word, Excel, PowerPoint, etc.).

Preferred Qualifications:

• Bachelor's degree in business administration or communications.
• Certified Administrative Professional (CAP) IAAP.
• Familiarity with construction terminology, safety protocols, and project phases.
• Experience with large (>$500M), complex, heavy-civil infrastructure projects that include highways, roads, bridges, transit (including rail and bus), and/or airport projects.
• Experience delivering projects through both traditional and alternative methods (e.g., DB, CM/GC, P3).
• Experience in Office Engineer roles supporting owners.
• Understanding of public agency procedures and contract compliance requirements (e.g., FTA, FAA, DOTs, etc.).
• Prior experience coordinating with contractors, design teams, and construction managers in a fast-paced project environment.
• Experience with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software.

Compensation Details:

The salary range listed for this role is $83k-$93k/year ($40-$45/hour). The final salary offered will be based on multiple factors and thoughtfully aligned with each candidate's level of experience, breadth of skills, total education achieved, certifications/licenses that have been obtained, geographic location, etc.

Just LOOK at the Benefits We Offer!

• Unlimited flexible time off
• Paid holidays
• Paid parental leave
• Health, dental, and vision insurance
• Flexible spending accounts (healthcare and dependent or elder care)
• Long-term disability insurance
• Short-term disability insurance
• Life insurance and accidental death and dismemberment
• 401(k) plan with guaranteed employer contribution
• Formal career planning and development program
• $2,500 annually toward professional development
• Wellness program with monthly wellness stipend
• Company cell phone or cell phone plan reimbursement
• Free personalized meal planning and nutrition support with a registered dietitian
• Free personal financial planning services
• Employee assistance program
• Employee discounts
• Employee referral bonus

Specific plan details and coverage for each benefit noted above will be provided upon offer.