Project Admin

Job Title: Project Coordinator

Job Description

This role provides comprehensive project coordination across the full project life cycle, focusing on cost, schedule, estimating, progress measurement, and change management. You will collaborate closely with project managers and cross-functional teams to organize project plans in MS Project, track budgets and spending, and drive process improvements that support successful delivery of projects in the oil and gas sector.

Responsibilities

• Provide overall project cost and schedule support, including estimating, progress measurement, and change management throughout the project life cycle.

• Understand project scope and contract requirements and use this knowledge to set priorities for the project team.

• Lead project cost and schedule tracking, including developing and maintaining estimates and projections.

• Establish and maintain clear communication plans for the project team and stakeholders.

• Follow up with resources to confirm task ownership, manage task schedules, and ensure timely completion of activities.

• Identify and implement process improvements in how projects are planned, tracked, and executed.

• Support the creation and documentation of lessons learned at key project milestones and at project closeout.

• Administer project change control processes, ensuring changes are properly documented, reviewed, and implemented.

• Monitor team performance and resource allocations to ensure effective utilization and alignment with project priorities.

• Work with project managers and teams to organize and maintain MS Project files, including work breakdown structures, timelines, and dependencies.

• Utilize MS Project to build, update, and track project schedules, task status, and resource assignments.

• Use MS Teams and other collaboration tools to coordinate project communications, file sharing, and meeting logistics.

• Develop and maintain budgeted and spending curves and support financial tracking and reporting for projects.

• Collect information from teams on task status and update project schedules and status reports accordingly.

• Provide administrative support for project management activities, including document control, scheduling meetings, and maintaining project records.

• Coordinate project documentation, ensuring version control and accessibility for project team members.

• Use Microsoft Excel and other MS Office tools to create reports, trackers, and dashboards that support project oversight.

• Support process development for administrative tasks, including task organization and management workflows.

• Contribute to technical writing and the standardization of continuous improvement processes, as needed.

Essential Skills

• Bachelor's degree in Business or a related field.

• At least 2 years of experience in project management or project coordination.

• Hands-on experience with MS Project for organizing, maintaining, and tracking project schedules.

• Proficiency with MS Office programs, including Excel and Word.

• Experience coordinating projects, including organizing tasks, managing schedules, and tracking progress.

• Strong skills in project coordination and administrative support within a project environment.

• Ability to manage document control, including organizing, storing, and updating project documentation.

• Experience scheduling and coordinating meetings using digital tools.

• Proficiency with Microsoft Excel for data tracking, reporting, and analysis.

• Ability to work effectively with project managers and teams to collect task status updates and maintain accurate project information.

• Strong organizational skills and attention to detail in managing multiple tasks and priorities.

• Ability to monitor team performance and resource allocations and provide clear, concise updates.

Additional Skills & Qualifications

• Experience with MS Teams for collaboration, communication, and file sharing.

• Experience working with and organizing cross-functional teams in a project setting.

• Expereince in process development for administrative tasks, task organization, and task management.

• Experience with technical writing, including preparing clear documentation and reports.

• Experience with standardization of continuous improvement processes is preferred.

• Strong communication skills and the ability to establish effective communication plans.

• Demonstrated ability to identify and implement process improvements in project workflows.

• Familiarity with budget tracking and developing budgeted and spending curves.

• Ability to support lessons learned documentation and contribute to knowledge sharing across projects.

Work Environment

This position is based in an office setting within an innovative research-focused environment that supports projects in the oil and gas sector. You will work closely with project managers and multidisciplinary teams, using tools such as MS Project, MS Teams, and the MS Office suite to coordinate activities and maintain project documentation. The role offers the opportunity to gain valuable industry experience across the full life cycle of complex projects, in a professional, collaborative, and process-driven work culture.

Job Type & Location

This is a Contract position based out of San Antonio, TX.

Pay and Benefits

The pay range for this position is $28.00 - $32.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in San Antonio,TX.

Application Deadline

This position is anticipated to close on Sep 3, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.