Office Coordinator - Rail & Transit

Description

Parsons is looking for an amazingly talented Office Coordinator to join our team! This position will be onsite for the Gateway Hudson Tunnel Project for its two project management offices - (one in Lower Manhattan, NY, and one in Downtown Newark, NJ) housing over 300 employees (combined GDC and MPA).

Program background

The Gateway Program is the most urgent infrastructure program in the country – a comprehensive set of rail investments that will improve commuter and intercity services, add needed resiliency and, in its later stages, create new capacity between Newark, New Jersey and New York City, the busiest section of the Northeast Corridor (NEC). The first phase of the Gateway Program includes the Hudson Tunnel Project (HTP), which includes the construction of a new two-track tunnel under the Hudson River connecting to Penn Station New York as well as the full rehabilitation of the existing 110-year-old North River Tunnel. The Gateway Development Commission (GDC), established through bi-state legislation, is responsible for the financing and development of the Hudson Tunnel Project.

As a tri-venture partner with Parsons, Arcadis, and Mace (MPA) is the Delivery Partners (DP)to provide advice, leadership, and support to GDC for the development and implementation of HTP. This is a master service with task order contracts for a 15-year contract encompassing a broad range of strategic advisory services, project management, design management, construction management, stakeholder coordination, federal compliance, operations support, office administration, and related services.

What You'll Be Doing :

Facilitate and Control inventory of supplies at all GDC workspaces, work with purchasing staff to replenish supplies when necessary, and obtain GDC supervision approval of supply inventories and what need to be re-ordered.

Manage phones, mail, and office supplies, ensuring that calls, packages, and resources are properly routed in a timely fashion.

Coordinate badge issuance for employee building and floor entry, as well as visitor access requests in both NY and NJ offices. Oversee data on badge use and building occupancy.

Oversee copier / printer, paper shredder, and other office equipment for proper functionality and maintenance.

Log, maintain, and follow through on maintenance requests for the organization.

Complete weekly office audits of both NY and NJ offices to ensure that supplies are stocked, maintenance and IT issues are logged, and that GDC office spaces encourage productivity.

Provide as-needed front desk / reception coverage at the NY and NJ offices in the place of executive assistants during staff leave.

Support the administration of the fleet management plan.

Prepare, review, and submit all invoices related to GDC’s physical facilities including leasing, maintenance, and additional space rentals.

Administer contracts and relationships with vendors, including landlords, cleaning, catering, and maintenance providers.

Coordinate office layouts to support various work styles, including collaborative zones, quiet areas, and relaxation spaces.

Collaborate with GDC’s safety and security team to ensure authorized staff, vendors and consultants maintain access to the facilities at all times.

Coordinate office moves or renovations with minimal disruption to daily operations.

Maintain seating charts of both GDC’s NY and NJ Offices and oversee assignments for new hires and staff exiting the organization.

Optimize space utilization for efficiency and comfort.

Develop, implement, and maintain fire safety, evacuation, and active shooter response plans; oversee the training and coordination of fire wardens and searchers, ensuring readiness through regular drills and compliance with safety regulations.

What Required Skills You'll Bring :

High School Diploma and 8+ years of experience

Bachelor's Degree Preferred

Proven ability to perform in a lead capacity, excellent written and oral communication skills, and a thorough knowledge of industry practices and company policies and procedures are required.

Security Clearance Requirement :

NoneThis position is part of our Critical Infrastructure team.For more than 80 years, our experts have designed and delivered the critical infrastructure that connects and protects communities around the world. We work in collaborative teams, both within the company and with our partners and customers, to plan, design, build, and modernize infrastructure. We take special pride in projects and solutions that improve communities as well as people’s quality of life by promoting economic growth, enhancing mobility, and increasing sustainability and resiliency. Powered by our people, we provide the imagination necessary to support our customers’ visions—and to help them see what's next!Salary Range : $26.25 - $45.96We value our employees and want our employees to take care of their overall wellbeing, which is why we offer best-in-class benefits such as medical, dental, vision, paid time off, Employee Stock Ownership Plan (ESOP), 401(k), life insurance, flexible work schedules, and holidays to fit your busy lifestyle!Parsons is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status or any other protected status.We truly invest and care about our employee’s wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest—APPLY TODAY!

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