AOC Tracking Coordinator

About the Role

We are seeking a detail-oriented and organized Tracking Specialist to support our compliance and operational efforts. This role requires strong organizational and communication skills to manage critical filing deadlines, track project statuses, and interact with both internal teams and external contractors. The ideal candidate will be proficient in Microsoft Office tools, experienced with public filing portals such as NYC DOB NOW, and comfortable managing timelines in a dynamic, fast-paced environment.

Key Responsibilities:

Deadline Management:

• Track and manage project deadlines and filing requirements, including monitoring extension, eligibility and submission rules.

Document and Data Tracking:

• Maintain accurate records of filings, violations, and project progress using platforms such as Sierra Live and (temporarily) Salesforce.

NYC DOB NOW Portal Use:

• Navigate the DOB NOW: Public Property Portal and Violations Portal to monitor

compliance and filing statuses.

Communication & Scheduling:

• Coordinate meetings via Microsoft Teams and manage email correspondence through Outlook. Occasionally, arrange and attend in-person meetings with contractors.

Reporting & Documentation:

• Generate status updates, reports, and documentation using MS Excel, including spreadsheets for tracking deadlines and project statuses.

Collaboration:

• Participate in virtual team meetings and coordinate with project managers, contractors, and compliance officers to ensure filings are submitted on time.

Time & Task Management:

• Prioritize tasks efficiently and meet deadlines in accordance with internal timelines and city agency regulations.

Learning & Compliance:

• Stay current with evolving filing rules and deadlines, including understanding when

extensions can or cannot be filed.

Required Skills & Qualifications:

• Proficiency in Microsoft Excel, Outlook, and Teams (or other virtual meeting platforms)
• Experience with NYC DOB NOW systems (Public Portal & Violations)
• Working knowledge of Sierra Live and Salesforce (Salesforce knowledge is preferred but not long-term required)
• Strong organizational and time management skills
• Effective written and verbal communication skills, including comfort with phone conversations
• Detail-oriented with the ability to manage multiple priorities
• Self-motivated and proactive in learning city agency requirements and internal workflows

Preferred Qualifications:

• Previous experience in a compliance, construction administration, or project tracking role
• Familiarity with NYC property regulations and filing procedures
• Ability to work both independently and as part of a team