Project Administrative Assistant

If you are an internal applicant, please log into Workday and submit your application via the Jobs Hub. Please click here to apply internally. Join the Discovery family, where quality and service are at the heart of everything we do! This role will be located at one of Discovery Land Company's locations: The Hills, set in East Quogue, New York. The Hills is seeking a Project Administrative Assistant to join the Construction & Development Division. The Project Administrative Assistant will be responsible for providing administrative support to assigned Project Director, Project Managers, operational support for construction related tasks, and general clerical support to maintain office operations. Reporting to the Director of Construction for the business unit, the successful candidate will have the following responsibilities: Key Responsibilities Provide office administrative duties to Project Managers as necessary, including but not limited to: scanning, printing, filing, travel arrangements, running errands, processing incoming and outgoing mail Keep the Project Manager informed by reviewing and analyzing reports or communications; summarizing information; identifying trends Prepare and draft subcontractor contracts for Project Manager Provide backup to Contractor Administrator in preparing owner contracts for General Manager Communicate with vendors on procurement related matters Research materials based on Project Manager requests Write purchase orders for Project Manager Prepare invoices for Project Manager approval; stamps, codes, receive signatures, process and track through accounting Coordinate time card submission of line staff and field supervisors Clean work area and coordinate office housekeeping And other duties as assigned by management Flexibility and ability to pivot to new projects and a desire to work in a fast-paced environment. Skills and Qualifications High School diploma or equivalent; Bachelor degree preferred. Minimum 5 years of related work experience Procore experience a plus. Competency with Microsoft Office Suite: Excel, Word, Project and, Visio Ability to pay attention to detail and provide a high level of accuracy Ability to communicate effectively and professionally on multiple levels in written and verbal form Must be organized, self-motivated, multitasker, critical thinker and possess strong decision-making skills. Experience working in an environment with rapidly shifting priorities, demands and timelines. Additional Requirements Positive attitude, professional demeanor, and exceptional communication and interpersonal skills to deliver service to members, guests, and team members. Must be able to work flexible work hours/schedule including evenings, weekends, and holidays. Long hours may be required due to business demands. Ability to work in a team environment. Ability to stay calm and focused during the busiest of times. Ability to read, write, speak, and understand English; additional languages preferred. Ability to work a flexible schedule, including evenings, weekends, and holidays, and a shift greater than eight (8) hours in length. Benefits $ 24.00 USD per hour Medical, Dental, and Vision Benefits 401k Contribution Paid Time Off and Paid Holidays Employee Meals, Referral Incentives, and Recognition Programs Holiday Pay Professional development and upward mobility opportunities Work-Family Culture About Us The Hills is a close-knit community of 110 residences located in the heart of the Hamptons on New York's Long Island. The Hills is proud to be part of New York's summertime destination for families seeking to escape the city and live life at a slower pace while creating unforgettable experiences closer to nature. The Hills offers its owners a world-class Tom Fazio golf course, a comprehensive wellness center, outstanding culinary experiences, and Discovery's signature Outdoor Pursuits program. The Hills is located just 15 minutes from Dune Deck Beach Club in Westhampton Beach, which offers extensive beach programs. At The Hills, our employees use their personal talent, passion, and resources to meaningfully integrate with diverse cultures and communities. All while providing the highest level of services and contributing to the creation of unforgettable experiences. For more information about The Hills, please visit: Discovery Land Company is a U.S.-based real estate developer and operator of private residential club communities and resorts with a world-renowned portfolio of domestic and international properties. The mission of Discovery Land Company is to create one-of-a-kind environments that provide individuals and families the freedom, security, and resources to learn, grow, and play in some of the most beautiful places in the world. For more information about our company, please visit: #LI-MM1

Created: 2026-03-04