Operations Support Specialist - HYRBRID NYC

Administrative Are you ready to make a meaningful impact? Do you thrive on tackling complex challenges and leveraging your technical expertise to drive results? Do you value working in a supportive and inclusive environment where your professional growth is a top priority? At Group PMX, you’ll have the opportunity to enhance your skills through comprehensive training, education, and in-house mentorship. We also encourage active participation in industry trade, business, and professional associations to keep you at the forefront of your field. The consultant shall provide on‑site administrative and operational support to the Professional Services Unit of the Engineering Department’s Operations Division. The scope of work shall include, but not be limited to, the following responsibilities: Performing administrative data entry and tracking for approximately 500+ Engineering agreements, ensuring accuracy and timely updates Communicating with consultant firms via email and phone in a professional and courteous manner Recording and maintaining data in SharePoint and Excel spreadsheets, including linked Excel ledgers, with a strong emphasis on precision and consistency Verifying that all entered data complies with authorization documents and established departmental procedures Coordinating with Agreement Project Managers and Task Leads to ensure new task order requests adhere to Engineering Department call‑in and task order guidelines Following up with Port Authority staff and consultant staff to obtain required documentation and ensure timely submission of all paperwork Preparing award letters, securing signatures from the appropriate Duly Authorized Representative, and distributing finalized documents to firms Organizing and electronically filing all relevant documentation, including creating new file folders and maintaining structured, accessible records in SharePoint and other designated file systems B2G Platform Support: Running reports in the B2G system and following up on missing, outdated, or incomplete information, Editing and updating entries within the B2G platform, Preparing and presenting monthly and quarterly reports as needed Federal Program Support o Assisting with staffing and cost analysis activities Preparing file folders and documentation for FTA and FEMA audit compliance, including electronic filing and correlating large volumes of emails and supporting documents Drafting procurement memos, RFP requests, and Notices to Proceed Minimum Qualifications Bachelor’s degree in Business Administration, Engineering, Public Administration, or a related field Advanced proficiency with Microsoft Office applications, including: o SharePoint (file management, folder creation, permissions, tracking) : Excel (data entry, linked ledgers, formulas, data validation, and basic macros), Adobe Acrobat (editing, combining, and preparing official documents) Demonstrated experience performing high‑volume administrative data entry with strong accuracy and attention to detail Strong organizational skills with the ability to maintain and track large volumes of agreements and documentation Ability to work independently, prioritize tasks, and manage deadlines in a fast‑paced environment Proven ability to perform quality assurance/quality control on one’s own work Excellent written and verbal communication skills, including professional phone and email etiquette Ability to multi‑task and remain composed under pressure while handling shifting priorities Preferred Qualifications Experience working with the following systems, including SAP, AVM, ERP, and OpenText Prior experience supporting engineering, procurement, or contract administration teams Familiarity with B2GNow or similar compliance/reporting platforms, including running reports and updating vendor data Experience preparing documentation for federal compliance, including FTA and FEMA audit requirements Ability to prepare draft procurement memos, RFP materials, and Notices to Proceed One Team. Shared Success.SM At Group PMX, we are more than just a project, program, and construction management company; we are a community of passionate professionals dedicated to delivering innovative solutions and creating collaborative environments that promote better project performance outcomes for our clients and partners. Our core purpose is to build, align, and coordinate high-performance teams around a "project-first thinking culture." We foster a “one team” environment where every team member, from entry-level to senior management, plays a crucial role in our success. With a portfolio of over 1,000 projects for public, private, and nonprofit owners in buildings, infrastructure, and energy markets, we have a proven track record. Our services are tailored to meet our clients where they are, providing the talent, tools, and technology they need to keep moving forward. Whether managing the execution of projects, offering a suite of support services, or advising during critical project phases, we continuously strive for excellence. Our efforts have been widely recognized, and in 2025, ENR New York named us on its list of Top Contractors for the sixth consecutive year. Group PMX is a certified MBE, DBE, SBE, and LBE firm. Salary: $95-120K per year Job #679 Group PMX is proud to be an EEO and AA employer.