Coordinator of Administration, Capital Projects and Operations

NYBG Job Description

Position Summary:

The Coordinator of Administration, Capital Projects and Operations provides comprehensive administrative and operational support to the Senior Manager of Administration, Capital Projects & Operations, the Vice President and Associate Vice President for Capital Projects, with backup support for the other operations within the division.

The Coordinator plays a key role in ensuring the smooth execution of capital projects by managing communications, coordinating schedules, preparing reports, tracking budgets, and assisting with document preparation and review. The ideal candidate is a proactive self-starter who works independently with minimal supervision while collaborating effectively with team members across the institution.

Specific Duties & Responsibilities:

General Administrative Support

• Schedule and confirm meetings; draft correspondence; prepare agendas.
• Type contracts, monitor departmental budgets, provide phone coverage, file documents, order supplies, process payments, and oversee general office operations.
• Distribute mail, route phone calls, prepare purchase orders and requisitions, process invoices, and update Twosome accounting project spreadsheets.

Administrative Project Coordination

• Assist in preparing and organizing planning and construction documents, contracts, change orders, and related materials.
• Track and monitor departmental budgets and expenses; prepare and submit expense reports.
• Support review and processing of contractor payments; ensure completeness before submission to Finance.
• Welcome vendors, contractors, and internal/external stakeholders by coordinating onsite and virtual meetings.

Documentation & Compliance

• Maintain documentation, records, and compliance materials for both capital and operational workflows.

• Support administrative and reporting needs across capital and operational functions.

Perform additional tasks as assigned to support the division’s priorities.

Qualifications:

• 2–5 years of administrative or coordinator experience, preferably in a nonprofit or cultural institution.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and internet research.
• Exceptional organizational skills and attention to detail.
• Professional demeanor with strong interpersonal and communication skills.
• Ability to multitask and manage priorities in a fast-paced environment.
• Formal administrative support training strongly preferred.
• College degree preferred.

Physical Demands & Work Environment:

Long periods in front of a computer processing required documents, payments, and correspondences.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Baseline Work Schedule:

Monday-Friday 9am-5pm

Salary is commensurate with experience within the range of $57,000-$62,000.