Administrative Assistant

Project Administrator

The Project Administrator is responsible for supporting the Team Lead and Project Team by providing comprehensive administrative, project coordination, and financial project support. The Project Administrator ensures smooth project operations, accurate documentation, organized workflows, and timely billing/invoicing coordination. This role enhances project efficiency by taking on recurring administrative and financial support tasks so Project Managers can focus on higher-value operational responsibilities.

Essential Duties & Responsibilities

• Project Administrative Support:
• Assist the Project Manager in all phases and aspects of projects.
• Assist with organizing and coordinating the entire project team and activities.
• Perform clerical tasks such as printing, filing, ordering office supplies, sorting/distributing mail, and shipping/receiving materials.
• Generate purchase orders and track deliveries.
• Create and maintain project documentation, plans, logs, and reports as needed.
• Assist with project kickoff documentation and startup administrative tasks.
• Support scheduling and coordination with general contractors.
• Maintain internal project trackers and support documents.
• Financial Project Support:
• Assist PMs with weekly project audits to review documentation, cost activity, and billing readiness.
• Support cost/sell analysis by organizing and reviewing project financial data.
• Identify cost discrepancies and escalate issues to the PM.
• Support preparation of invoice backup documentation and billing packages.
• Coordinate invoice flow between the project team and Accounting.
• Track outgoing billing submissions and maintain invoice logs.
• Support large batch/fixed-cost invoicing efforts.
• Track and collect COIs and tax-exempt documentation.
• Assist with opening and coordinating new job numbers.
• Maintain extras tracking sheets and related documentation.

Job Requirements

• High School Diploma / GED or equivalent.
• 1–2 years administrative experience.
• Proficient in Microsoft Office, especially Excel.
• Experience handling printing, shipping, and receiving large/time-sensitive documents.
• Excellent oral and written communication skills.
• Effective interpersonal skills.
• Strong attention to detail and numerical proficiency.
• Ability to multitask and meet deadlines.
• Ability to maintain confidentiality.

EEO Statement:

This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. An employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

This document does not create an employment contract, implied or otherwise, other an an "at-will" relationship.