Project Administrator

Position: Project Administrator

Location: Nashville, TN

Employment Type: Full-Time

Experience Level: 1-3 Years

Reports To: Vice President/Client Manager

Who We Are

MJM Architects, Inc . is a national, employee-owned design firm that creates purposeful, engaging spaces where people work, live, shop, and play. Our integrated architecture, interior design, structural, and MEP engineering services support long-term partnerships with Fortune 500 clients and growing businesses alike.

As a 100% Employee-Owned Company , we believe in investing in our people. That includes helping the next generation of architects gain the skills, experience, and mentorship to thrive in a collaborative, real-world setting.

MJM has professionals licensed in all 50 states and Ontario. Currently operating with a staff of 65 people and located in Nashville TN, MJM Architects provides a high energy work environment for emerging professionals.

Job Description – Project Administrator

As we continue to grow and take on new projects, we have an immediate need for a Project Administrator to join our team. This highly organized and proactive individual will play a critical role supporting our client teams in the planning, coordination, and delivery of successful architectural and engineering projects, managing administrative workflows throughout the project lifecycle, including budgeting, cost accounting, billing, project setup, scheduling, and financial tracking.

The ideal candidate is detail-oriented, resourceful, and comfortable managing multiple priorities and shifting deadlines across concurrent projects. This position offers hands-on experience in project coordination and operations within a non-client-facing role in the architecture, engineering, and construction (AEC) industry, with opportunities for internal growth and advancement.

Responsibilities

Create | Project Setup & Documentation

• Create and maintain project records in internal systems (ERP, CRM, scheduling)
• Support contract administration: assist in drafting scopes, budgets, and schedules for proposals and additional service requests

Budget | Cost Accounting & Project Based Billing

• Create and update project budgets and forecasts with input from Project Managers
• Monitor and track project budget vs. actual performance and proactively flag deviations
• Assist and coordinate with accounting on billing, invoice and expense processing, and time-entry compliance; perform light bookkeeping and project accounting
• Demonstrate understanding of job cost ledgers, project profitability, labor utilization, and cost variance reporting

Plan | Scheduling & Workflow Support

• Maintain and update project schedules in collaboration with production teams
• Track project timelines, key deliverables and milestones to ensure deadlines are met
• Assist with resource allocation across the team and with cross-team collaboration

Track | Reporting & Controls

• Prepare project status reports for PMs, Client Managers, or VPs
• Support bi-weekly project reviews and help maintain compliance with internal project delivery standards
• Communicate with internal teams and external partners to gather information and provide project updates

Support | Administrative & Team Organization

• Organize internal meetings, take and distribute notes, track action items
• Support onboarding of new team members within client groups as needed
• Contribute to continuous improvement initiatives around project delivery
• Identify and resolve administrative issues that may impact project progress

Qualifications

• Bachelor’s degree in architecture, engineering, construction management, business administration, or a related field.Equivalent experience is also accepted
• 1–3 years of experience in a project support, operations support, or administrative role, preferably in the AEC industry
• Excellent written and verbal communication skills
• Strong computer skills, including Microsoft Word, Excel, and Outlook
• Experience with project management or ERP software (e.g., Deltek VantagePoint, Newforma, Mosaic, or similar) is a plus
• Demonstrated experience managing project budgets and reconciling actual costs
• Working knowledge of project cost accounting or cost accounting administration
• Comfortable managing multiple tasks and shifting priorities in a fast-paced environment
• Exceptional organizational skills and attention to detail with a strong sense of accountability
• Experience with proposal or RFP writing is a plus

Benefits

• Competitive compensation and benefits based on qualifications and experience
• Profit Sharing issued quarterly to full-time employees
• 401k with matching contribution available to full-time employees
• Employee Stock Ownership Plan (ESOP)
• Comprehensive medical, dental, and vision insurance options
• Generous PTO and paid holidays
• Professional Development support (licensure, mentoring, community involvement)
• A small-team environment with direct responsibility, minimal bureaucracy, and opportunities for rapid technical growth

Professional Growth at MJM

• NCARB AXP support and exam reimbursement
• Continuing Education funding and support
• Leadership and Project Management development opportunities
• Participation in our Employee Ownership and firm-wide initiatives

Why MJM?

At MJM you’re not just launching your career, you’re becoming a part of something bigger. As an employee-owner, your work has impact, your growth is prioritized, and your voice matters.