Group PMX · 16 hours ago
Operations Support Specialist - HYRBRID NYC
New York, NY
Full-time
Hybrid
New Grad, Entry Level
$95K/yr - $120K/yrGroup PMX is a community of passionate professionals dedicated to delivering innovative solutions in project management. The Operations Support Specialist will provide administrative and operational support to the Professional Services Unit, managing data entry, documentation, and communication with consultant firms to ensure compliance and efficiency in operations.
ConstructionConsultingCivil EngineeringManagement Consulting
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B2G Platform Support: Running reports in the B2G system and following up on missing, outdated, or incomplete information, Editing and updating entries within the B2G platform, Preparing and presenting monthly and quarterly reports as needed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
Qualification
Required
Bachelor's degree in Business Administration, Engineering, Public Administration, or a related field
Advanced proficiency with Microsoft Office applications, including: 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
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
Company
Group PMX
Group PMX provides construction management, projects, and programs.
Founded in 2010
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Michael Giaramita
CEO
Company data provided by crunchbase