Construction & Capital Project Administrative Senior Manager

PURPOSE:

With over 70 program locations and 800 scattered site apartments around New York City and in Westchester, our programs and services provide an unmatched reach and impact on mental and behavioral health, children's services, trauma, and recovery. Our continuum of care spans all ages and stages of life, and embraces people of diverse cultures, ethnicities, religions, gender, sexual orientation, and socio- economic backgrounds.

The depth and breadth of our programs and services aim to promote well-being, resilience, and self-sufficiency for individuals and families. We are committed to ensuring that those who need our services have a well- lived life in the community.

POSITION OVERVIEW:

The Construction & Capital Project Administrative Senior Manager, is primarily responsible for tracking and managing all capital project-related expenses, both self-funded and State funded work. This role ensures that every financial transaction complies with standard industry practices, including familiarity with AIA G702 and G703 payment requisition forms, and oversees the corresponding approval processes. Working from our NYC HQ, the ideal candidate will be a strong Microsoft Excel user-with advanced formulas and project bookkeeping expertise-to ensure the accuracy and integrity of financial data.

Additionally, this leader will mentor the Manager, Facilities Administration staffers and provide critical support to the Director as needed.

KEY ESSENTIAL FUNCTIONS:

Financial Oversight & Reporting

• Expense Tracking:
• Maintain and track all capital project-related expenses, ensuring accuracy, compliance, and timely reporting.
• Utilize advanced MS Excel skills to create, manage, and update comprehensive spreadsheets for financial tracking, variance analyses, and forecasting.
• Payment Requisition Management:
• Work with AIA G702 and G703 forms to process payment requisitions, ensuring adherence to industry-standard approval processes and contractual requirements.
• Collaborate with the project teams and vendors to verify that billed work aligns with project scope and approved budgets.

Process & Compliance

• Bookkeeping
  • Maintain accurate project bookkeeping records, ensuring that all capital project financial activities are recorded in a consistent and transparent manner.
• Standard Operating Procedures:
  • Develop and refine protocols for tracking capital project expenses to enhance accuracy and efficiency across the organization.
• Audit Preparation:
  • Assist with internal and external audits by providing detailed financial records and supporting
• Documentation for capital projects.

Mentorship & Team Leadership

• Staff Supervision:
  • Mentor and guide Manager, Facilities Administration staff in developing their professional skills and ensuring adherence to financial tracking standards.
• Cross-Functional Support:
  • Provide proactive assistance to the Director, Facilities Administration, by contributing to overall process enhancements and department initiatives.

CORE COMPETENCIES for the position include:

• Financial Acumen:
  Detailed-oriented with a robust understanding of expense management and financial compliance in relation to capital projects.
• Technical Proficiency:
  Proven expertise in advanced Excel functionalities and comfort with industry-standard financial documentation.
• Mentorship & Team Leadership:
  Committed to developing team capabilities through mentorship and collaborative leadership.
• Process Improvement:
  Ability to identify inefficiencies, implement SOPs, and leverage data-driven insights to streamline financial tracking and reporting.
• Communication:
  Strong written and verbal communication skills to effectively collaborate with team members, vendors, and senior leadership.

EDUCATIONAL/TRAINING REQUIRED

• High School diploma / 3year business degree preferred

EXPERIENCE REQUIRED/LANGUAGE PREFERENCE:

• A minimum of 7 years' relevant experience in facilities administration or project financial management, with a strong track record in capital project expense tracking.
• Proficiency with AIA Series (G702 and G703 payment requisition forms) and understanding of

industry-standard financial approval processes.

• Advanced proficiency in Microsoft Excel, including a deep working knowledge of advanced formulas,

pivot tables, and data analysis tools.

• Bookkeeping
  
  Skills:
  • Demonstrated experience and comfort with project bookkeeping and financial recordkeeping practices.

Preferred

• Experience with in a nonprofit environment or managing large-scale capital projects.
• Familiarity with other financial tracking or project management tools/systems.
• Strong attention to detail and excellent problem-solving capabilities.

COMPUTER SKILLS REQUIRED:

• Microsoft Office (Word, PowerPoint, Excel, Outlook); comfortable and proficient using audio video platforms (i.e., Zoom, Teams)

VISUAL AND MANUAL DEXIERITY:

• The candidate should be able to read paper and electronic documents and perform significant data entry into various computer programs.
• Manual dexterity and hand-eye coordination to travel independently using public…