Sr. Contract & Project Administrator - WXY : Job Details

Who We Are

WXY Architecture + Urban Design is an award-winning New York City -based multi-disciplinary practice specializing in the realization of urban design, planning and architectural solutions in challenging contexts. WXY is known for its innovative work that supports the creation of places and neighborhoods that are vibrant, inclusive and sustainable.

Focused on innovative approaches to public space, structures and urban issues, the firm's work engages both site-specific design and planning on multiple scales. The firm's commissions are in collaboration with community-based, public authority, institutional and private clients.

The firm's architectural design embraces place-specific concepts, resilient designs to create new and repurposed buildings, piers, bridges, and urban furnishings for the public realm. WXY's integrated design process involves clients and stakeholders coordinating and solving complex design problems, yielding solutions as noteworthy for their intimacy and detail as for their civic dignity and amenity.

WXY's planning work engages local communities and constituencies in unique ways, utilizes analytical GIS and zoning expertise, and integrates an understanding of infrastructure and economic development concerns. The results have included the creative visioning of public spaces, new urban clusters and broad urban revitalization and infrastructure planning efforts.

WXY Architecture + Urban Design is certified as a Women-Owned Business Enterprise (WBE) by New York City, New York State, and the Port Authority of NY and NJ. To learn more about us, please visit us at

Job Summary

Reporting to the CFO and Principals of the WXY, the Sr. Contract & Project Administrator is an essential team member who manages and coordinates various aspects of the firm's architectural, planning and urban design projects. They will directly support the CFO, Managing Directors and the firm's Project Managers on a variety of firm and project-based finance and administrative tasks and initiatives, including contract reviews, project setup, document management and closeout procedures for multiple project teams simultaneously.

Responsibilities

• Serve as a resource to the project lifecycle team regarding WXY's Project Management Best Practices and Standard Operating Procedures.
• Understand all project scopes and help monitor the project timelines, keeping a close eye on budget.
• Collaborate with the Managing Directors as a champion of the firm's Project Lifecycle (from new project setup, terms and conditions, monitoring contract performance reporting, assist with contract close outs in accordance with applicable regulations.
• Preparing and reviewing project agreements/contracts/sub contracts
• Support Senior Accountant with project setup on Ajera, processing requisitions and monthly invoices, subconsultants contracts and reconciliation
• Coordinate with internal and external project team members and client representatives to ensure that all project requirements are understood and met.
• Prepare professional reports for use by senior management throughout the project lifecycle
• Perform quality assurance checks on all documents to ensure that they are accurate, complete and in compliance with firm and industry standards and regulations.
• Ensure that all relevant project information is correctly distributed to the necessary team members and stakeholders.
• Process the administrative paperwork for project submittal to public agencies for approval.
• Manage the firm's various federal, state and local certifications and business registration.
• Manage all insurance applications, renewals and special requests.
• Assist CFO and Studio Coordinator with vendors/consultant agreements and payments.

Qualifications

• Bachelor's degree in Business Administration, Accounting, Finance or related field
• At least 3-5 years of office experience in the Architecture, Engineering or Construction sectors preferred.
• Prior experience with Contract Management and/or Administration
• Experience with Deltek Ajera (preferred) or Deltek Vision.
• Ability to operate common office software programs, including Microsoft Office Suite (e.g. Word, Excel, Outlook, PowerPoint, Publisher, Adobe Acrobat).
• Knowledge of office management systems and procedures.
• Excellent time management skills and a proven ability to multi-task and prioritize work appropriately.
• Great attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Ability to work collaboratively in a fast-paced team environment.
• Able to work on a computer workstation for extended periods of time.

This is an in-person, full-time salaried position with benefits, including Healthcare, Dental, Vision, 401(k), generous PTO and more. The salary range for this position is $80,000 - $85,000.

To Apply: Please submit cover letter, resume and salary requirements to [email protected]

All applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation or national origin. WXY is committed to take affirmative action to employ and advance in employment qualified employees and applicants who are disabled veterans, recently separated veterans, Armed Forces service medal veterans, and other protected veterans. WXY is committed to take affirmative action to employ and advance in employment qualified individuals with disabilities.