Associate Project Administrative Coordinator

We are the first North American member of the SCUTUM Group. SCUTUM, founded in 1989, is a fast-growing, privately owned, leading European life safety company with offices in France, Germany, United Kingdom, Belgium, the Netherlands and Luxembourg. SCUTUM complements our solutions with additional products, services and expertise in electronic security, cyber security and defense security with an Artificial Intelligence (AI) platform.

At High Rise, we pride ourselves on our ability to maintain thorough and up-to-date industry knowledge as well as provide expertise in local code requirements. Our employees are equipped with comprehensive knowledge and extensive experience in providing life safety system solutions throughout New York City Metro Area. We are currently looking for an Associate Project Administrative Coordinator to provide exceptional preventive and maintenance service for the organization’s clients, while providing exceptional client customer service, helping to achieve the company’s vision, mission and culture. With a solid reputation in the market, ever so growing client base, cutting edge products and services, now is a great time to join our team.

Required Education and Experience

Essential Duties and Responsibilities

• Liaison between HRFS Project Managers, HRFS Executive, all other HRFS departments, HRFS clients, and Local Authorities (FDNY/DOB, etc.).
• Maintain accurate records of all work performed, and address any problem encountered or identified with the project.
• Conduct regular Project Review appropriately to provide quality assurance and support to client and HRFS Project Mangers.
• Review project status with HRFS client and project managers.
• Communicate and coordinate with HRFS Project Engineers and Project Managers on job scope and report on progress on a regular basis.
• Manage and maintain smooth working relationships with contractors, clients, architects, 3rd party vendors, and engineers, HRFS Project Managers and Project Engineers.
• Coordinate and schedule meetings, attend meetings, note key action items, and send out meeting summaries. Maintain heavy calendar management for the Project Management Office (PMO)
• Maintain consistent follow up with the Project Manager on status of current assigned project tasks
• Handle incoming calls, take messages and promote effective interoffice communication.
• Prepare written communications such as letters, memos, e-mail, agendas for meetings etc.
• Support the Project Operations team with account management and client relationship, including consultant.
• Coordinate NYC Department of Buildings (DOB) Plan Examinations & NYC Fire Department (FD) Inspection.
• Review Project Blue Prints to ensure it meets local authority and agency requirements, and Identify code issues and non-conformance issues, and make recommendations on alternative solutions to client/office.
• Maintain accurate records of all work performed, and address any problem encountered or identified with the project.

Additional Duties and Responsibilities

• Weekly meeting with PACs to game plan for the coming week and review previous week’s progress
• Quality Assurance / Control all filing documents prior to submission to FDNY/DOB/AHJ
• Lock and Unlock BOMs as per HRF process when needed
• Work with PMs on stall projects to move project forward. Review all stall 4.0 project
• Review Daily project manager schedule and distribute next day’s PM schedule before 9AM.
• When new project are assigned to project operations
  1. Review to ensure all collaterals are provided from sales
  2. Review and ensure there are no budget mismatch
  3. Once all collaterals are received enter engineering start date
  4. Send Team Introduction email to our client
• Update and maintain project operations reports and projections
  1. HRF electrical installation reports
  2. HRF Programming projections report
  3. Project operations billing projects report
• Cover for PAC when on vacations/leave
• Review projects when ready to close to ensure all closeouts and necessary documents are collected and delivered
  1. Review all project in 4.1 (sign-off) phase regularly with PAC to ensure timely sign-off with DOB.

Skills and Knowledge

• Ability to execute the Department of Project Operations SOP as written and implied
• Progressive knowledge of fire alarm systems operation and functions
• Quickly obtain knowledge of current existing processes; identify success factors, strengths and weaknesses and opportunities
• Juggle multiple projects and priorities simultaneously in a fast-paced environment
• Excellent communication (written and verbal) skills in English
• Ability to read and review blueprints
• Strong computer skills including Microsoft Office Suite , and other relevant applications
• Ability to work on multiple projects in different phases simultaneously
• Must be a self-starter and be able to work both independently and in a team environment
• Must be able to work well under pressure while preparing multiple projects
• Ability to work flexible hours to ensure client expectations are met
• Ability to communicate effectively, in writing and verbally, with clients, peers, and management
• Good problem-solving/decision-making, negotiation, and persuasion skills
• Good time management skills
• Ability to effectively demonstrate and integrate the HRF client service model when working with clients
• Identify opportunities for automation / improving current processes
• Develop trend analysis based off of system monitoring report
• Regularly required to stand, walk, use hands and fingers, handle or feel objects, tools or controls; reach with hands and arms; stoop, kneel, crouch, or crawl; talk, hear, and smell. Frequently required to sit, climb, and balance. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Must be comfortable with working at unfinished high rise buildings.

Company-Sponsored Certifications and Trainings

• 30-Hour OSHA Construction Safety Certification
• 4-Hour DOB Scaffolding Safety Certification
• HRFS Standard Operating Procedure Training Program
• High Rise Fire Project Management Software (System Manager)
• Client Service Training Program
• Time to Service Training Program
• Communicate to Service Training Program
• NICET Certification
• DOB Expediting License
• NYC Fire Department Filing & Expediting, Process License
• Lean Six Sigma Certification

Benefits Offered:

High Rise offers a highly competitive compensation and a generous benefits package, including medical, dental, vision, prescription plans for employees and their families, company paid life insurance, 401k/Profit Sharing contributions.

High Rise offers variety of exciting career development opportunities within the organization. We have a robust learning and development platform that provides training and mentoring to employees at all levels of the organization. Employees are offered the opportunity to take part in a range of internal training initiatives to hone their existing skills and continue to grow professionally in accordance with the changing external environment. In addition, our peer-to-peer coaching program and emphasis on dynamic information exchange between teams ensures that our people are challenged intellectually and given the opportunity to succeed in their role.

Our organization is dynamic, and we pride ourselves on providing a collaborative work environment where employees are consistently engaged and work together to provide top quality service.

Come explore the possibilities at High Rise.