Project Admin

Job Description

Job Description

Title: Administrative Coordinator / Project Coordinator

Location: MARLBOROUGH, MA 01752

Duration: 12 Months

Qualifications :

• High School Diploma or equivalent.

• 2+ years of experience in project coordination, project administration, procurement, finance, construction administration, facilities management, or a related field.

• Proficiency in Microsoft Excel, Outlook, Word, and SharePoint.

• Strong attention to detail and commitment to data accuracy.

• Excellent written and verbal communication skills.

• Strong organizational skills with the ability to effectively prioritize competing assignments, adjust to changing business needs, and successfully manage multiple projects and deadlines simultaneously.

• Demonstrated ability to transition quickly between tasks while maintaining accuracy, organization, and attention to detail.

• Ability to work independently, manage workload with minimal supervision, and take ownership of assigned responsibilities.

• Proactive and forward-thinking mindset with the ability to anticipate project needs, identify potential issues, and take action before they impact project execution.

• Strong problem-solving and follow-up skills with the ability to drive tasks to completion.

• Ability to build effective working relationships across Project Management, Procurement, Finance, Operations, and supplier organizations.

Responsibilities:

Project Administration

• Create and maintain project records in project management and financial systems.

• Support project setup activities, including project funding and authorization documentation.

• Maintain project forecasts and spend status tracking reports

• Assist project teams with monthly forecasting and budget updates.

• Support project closeout activities and records retention requirements.

• Coordinate and maintain project documentation throughout the project lifecycle.

Financial and Cost Tracking

• Track project expenditures and maintain project forecasting spreadsheets.

• Download, compile, and distribute project spend reports.

• Update project financial reports using current spending and forecast information.

• Process cost transfers and other project-related financial transactions.

• Monitor project funding approvals and expenditures.

• Ensure project financial data remains accurate, current, and properly documented.

Procurement and Supplier Support

• Create and track purchase requisitions.

• Coordinate Service Entry Sheets (SES) and Goods Receipts (GR).

• Support invoice processing and supplier payment inquiries.

• Work with Procurement and Finance teams to resolve purchasing issues.

• Follow up with buyers regarding purchase orders and requisition status.

• Monitor approval workflows and help expedite required approvals when needed.

Systems and Reporting

• Maintain project information in SAP, EcoSys, SharePoint, and other project management systems.

• Create and maintain project SharePoint sites and project folders.

• Generate project reports and provide administrative support to project teams.

• Ensure data accuracy across project controls, procurement, and financial systems.

Equipment Project Coordination

• Independently coordinate equipment-only capital projects from purchase through closeout.

• Track schedules, budgets, procurement activities, and project documentation.

• Communicate project status and provide support to stakeholders throughout execution.

• Identify project issues, risks, and required follow-up actions and proactively drive resolution.

Founded in 1998 and headquartered in Farmington Hills, MI, Kyyba has a global presence delivering high-quality resources and top-notch recruiting services, enabling businesses to effectively respond to organizational changes and technological advances.

At Kyyba, the overall well-being of our employees and their families is important to us. We are proud of our work culture which embodies our core values; incorporating value, passion, excellence, empowerment, and happiness, creates a vibrant and productive atmosphere. We empower our employees with the resources, incentives, and flexibility that they need to support a healthy, balanced, and fulfilling career by providing many valuable benefits and a balanced compensation structure combined with career development.

Kyyba is an Equal Opportunity Employer.

Kyyba does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other b

Company Description

Founded in 1998 and headquartered in Farmington Hills, MI, Kyyba has a global presence delivering high-quality resources and top-notch recruiting services, enabling businesses to effectively respond to organizational changes and technological advances.\r\n\r\nAt Kyyba, the overall well-being of our employees and their families is important to us. We are proud of our work culture which embodies our core values; incorporating value, passion, excellence, empowerment, and happiness, creates a vibrant and productive atmosphere. We empower our employees with the resources, incentives, and flexibility that they need to support a healthy, balanced, and fulfilling career by providing many valuable benefits and a balanced compensation structure combined with career development.\r\n\r\nKyyba is an Equal Opportunity Employer.\r\n\r\nKyyba does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other b