Office Administrator

About the Position 

We’re seeking an Office Administrator to support large-scale heavy civil construction programs—including highways, roads, bridges, transit (including rail and bus), and airport projects delivered through both traditional and alternative methods. Your primary focus is to keep the office running smoothly: manage calendars, coordinate meetings, handle correspondence, and support both staff and visitors. You’ll also assist with onboarding, maintain organized records, track supplies, and help ensure the office environment supports project success. At the core, you’ll be the point person for office administration — keeping the team running smoothly behind the scenes.

This is a long-term, full-time, on-site position located in Manhattan, NY.  

Responsibilities may include, but are not limited to, the following:

• Furnishes information and responds to routine correspondence when necessary. 
• Coordinates the receipt, distribution, and delivery of mail both to and from the office. 
• Delivers new hire orientation when needed. 
• Gather and summarize a variety of data from multiple sources, and compile into reports 
• Organizes and maintains office files (electronic and hardcopy) and records in accordance with project retention policy and procedures. 
• Tracks and coordinates the acquisition and distribution of materials, supplies, and equipment. 
• Maintains inventory of furniture and equipment. 
• Working with Office Manager, assisting with office moves, and coordinating with facilities on any building maintenance issues. 

Attributes 

• Excellent written and verbal communication and interpersonal skills. 
• Excellent multi-tasking and organizational skills. 
• Collaborative mindset that fosters teamwork, trust, and positive relationships. 
• Natural curiosity, problem-solving abilities, and a passion for continuous improvement. 

Minimum Qualifications 

• Bachelor’s degree in business administration, communications, or related field, or equivalent combination of education and experience. 
• 5+ years' experience in an administrative role working on heavy civil infrastructure projects, preferably in the transit sector. 
• Demonstrated ability to compose, proofread, and edit written documents, such as routine letters, business correspondence, and reports of varying complexity. 
• Demonstrated ability to maintain confidentiality. 
• Proficiency with Microsoft Office Suite/Office 365 (e.g., Outlook, Teams, Word, Excel, PowerPoint, etc.). 

Preferred Qualifications 

• Bachelor’s degree in business administration or communications. 
• Certified Administrative Professional (CAP) – IAAP.  
• Familiarity with construction terminology, safety protocols, and project phases.  
• Experience with large (>$500M), complex, heavy-civil infrastructure projects that include highways, roads, bridges, transit (including rail and bus), and/or airport projects. 
• Experience delivering projects through both traditional and alternative methods (e.g., DB, CM/GC, P3). 
• Experience in Office Engineer roles supporting owners. 
• Understanding of public agency procedures and contract compliance requirements (e.g., FTA, FAA, DOTs, etc.). 
• Prior experience coordinating with contractors, design teams, and construction managers in a fast-paced project environment. 
• Experience with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software. 

Compensation Details 

The salary range listed for this role is $83k-$93k/year ($40-$45/hour). The final salary offered will be based on multiple factors and thoughtfully aligned with each candidate’s level of experience, breadth of skills, total education achieved, certifications/licenses that have been obtained, geographic location, etc. 

Just LOOK at the Benefits We Offer!  

• Unlimited flexible time off  
• Paid holidays  
• Paid parental leave  
• Health, dental, and vision insurance  
• Flexible spending accounts (healthcare and dependent or elder care)  
• Long-term disability insurance  
• Short-term disability insurance  
• Life insurance and accidental death and dismemberment 
• 401(k) plan with guaranteed employer contribution  
• Formal career planning and development program  
• $2,500 annually toward professional development  
• Wellness program with monthly wellness stipend  
• Company cell phone or cell phone plan reimbursement  
• Free personalized meal planning and nutrition support with a registered dietitian  
• Free personal financial planning services  
• Employee assistance program  
• Employee discounts  
• Employee referral bonus  

Specific plan details and coverage for each benefit noted above will be provided upon offer. #IN-LNJS 

Luster is committed to creating an inclusive work environment with a diverse workforce. All qualified applicants will receive consideration for employment without regard to criminal history, race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. This employer participates in E-Verify. The employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's I-9 to confirm work authorization.

All positions may be subject to a background check and drug test once a conditional offer of employment is made for any convictions directly related to its duties and responsibilities, in accordance with all applicable local, state, and/or federal regulations.

This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

Luster does not accept unsolicited resumes. In the absence of a signed agreement, Luster will not consider or agree to payment of any kind. Any unsolicited resumes presented to Luster personnel, including those submitted to Luster hiring managers, are deemed to be the property of Luster.

Please email hiring@luster.com for accommodations necessary to complete the application process.