Contracts and Facilities Office Administrator

CONTRACTS AND FACILITIES OFFICE ADMINISTRATORRole is 5 days per week onsite in Vienna, VAare industry-leading hotel renovation contractors. Are you ready to join us? Digney York Associates is the go-to renovation contractor in the hospitality industry. In our 35 years in business, we have renovated more than 100,000 guest rooms and gained national recognition for our simplified construction processes and people-first approach. We renovate hotel properties as if they were our own and deliver first-class service to our clients.DYA offers a high-end, collaborative workspace inspired by our team-oriented people and the luxury hotel properties we renovate. Join our thriving group of project managers, superintendents, and hospitality professionals and experience the Digney York difference.OPPORTUNITY SNAPSHOT:Reporting to the VP Projects & Operations, this position will fill multiple roles within the organization providing pivotal support to both project management and accounting teams. This position is directly responsible for all facets of general project accounting (duties below) and will assist the accounting department on an as needed basis. Software utilization is at the core of the duties required by this role so good working knowledge of MS Office and DocuSign is a must. Additionally, the position provides daily oversight of the facility including but not limited to interfacing with building & parking management, interfacing with other vendors providing services to the office, restocking of office supplies, restocking kitchen supplies and other duties as assigned.A DAY IN THE LIFE:Administration of project related software including Procore, DocuSign, Salesforce, Billy.Utilizing Procore to prepare and maintain project data throughout the lifecycle of a project from inception to completion.Administration of all contracts, subcontracts and change orders including preparation of dissemination and collection thereof on both the owner and subcontractor sides.Communicate with clients, subcontractors and vendors as needed to collect related documents including W-9 forms, insurance certificates and licenses.Administration of the database containing copies of all subcontractor and vendor licenses and insurance forms.Review of COI's provided to DYA to ensure policy requirements meet contractual requirements.Coordinate with DYA Insurance Agent on annual certificate renewals.Assist management with external year end audits for GL, Auto, WC and Umbrella insurance.Maintain and Manage computer inventory for the company and coordinate with IT provider to issue and collect technology products utilized by both office and field personnel.Schedule and Coordinate with IT provider any required in office visits.Administration of office access equipment and logs to include key fobs and hard keys for new and outgoing personnel.Administration of parking access and logs including passes to both the garage and daily lots.Schedule and coordinate any required office equipment repair and maintenance vendors.Manage the ordering and restocking of all general office supplies.Manage the ordering and restocking of the community kitchen.WHAT YOU NEED TO SUCCEED:Ability to proactively identify and resolve problems.Excellent communication skills, both verbal and written.Well organized with detail orientation necessary.High level of integrity and accountability.Ability to represent the company in a professional manner.Salesforce, 1 year (Preferred)Procore, 1 year (Trainable)DocuSign, 1 year (Required)Microsoft Word, Excel, Office (Required)Construction Office Experience, 1+ years (Required)Benefit Overview:Competitive Medical, Dental & Vision PlansCompany Paid Long and Short-Term Disability PlansPaid Company Life Insurance PolicyAttractive Paid Time Off (PTO) Policies401K Program with Company Match2 Volunteer Days each year (16 hours)11 Paid Holidays per yearTuition Reimbursement ProgramWellness ProgramIt is the policy of Elkay Interior Systems to comply with all state and federal equal employment opportunity laws and regulations. EIS is committed to giving fair and equal treatment to all individuals. This policy applies to all matters relating to employment including, but not limited to, hiring, placement, promotion, transfer, demotion, recruitment, advertising or soliciting employment, training, compensation, selection for training, layoff or termination, and social or recreational programs. Equal opportunity, regardless of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, familial status, or veteran status, is company policy.

Created: 2025-02-10