PROJECT ADMINISTRATOR

Job Summary Mosaic Urban Development (Mosaic) is seeking a detail-oriented and organized professional to join our team as a Project Administrator. As an important member of our project management team, you will play a crucial role in ensuring the smooth and efficient implementation of our initiatives. Your expertise in administrative tasks, coupled with strong organizational and communication skills, will contribute significantly to the success of our projects. Mosaic provides a unique opportunity to work on innovative, high-impact projects and influence policy direction on affordable housing serving low income and/or BIPOC communities. We are a small, collaborative, high impact team in the housing industry. Core Purpose The Project Administrator (PA) will have three primary responsibilities: 1) Provide administrative support to Project Managers to manage affordable housing and community development projects, 2) Carry out administrative tracking and reporting systematically for technical assistance to Tribal governments, non-profit, public sector, and institutional clients, and 3) Provide direct technical assistance to Tribal government clients. This position will have a significant focus on working with Tribal nations to address housing and community development needs and working both internally and externally to create housing and community development resources. The PA is expected to dedicate themselves to learning and growing in their capability over time. The PA position reports to the CEO and the Managers. In this role, you will be responsible for managing project documentation, coordinating team efforts, preparing reports, drafting contracts, and facilitating communication among various stakeholders. Your ability to thrive in a dynamic work environment, coupled with a keen eye for detail and a proactive approach, will be instrumental in meeting project deadlines and delivering successful outcomes. Project Administrator Duties & Responsibilities Provide administrative support to the CEO and Project Managers; coordinate schedules, meetings, notes, and communications. Develop, implement, and manage project plans from inception to completion, including timelines, milestones, and benchmarks. Organize, maintain, and distribute project documents and materials; manage shared workspaces and the resource library. Track progress and timelines; identify bottlenecks, coordinate weekly check-ins, and drive issue resolution. Manage internal and external communications to ensure clear, timely information flow among teams, stakeholders, and clients. Monitor budgets and forecasts; advise teams on adherence to budget and schedule; update financials and calculate key metrics (quality, P&L). Uphold quality standards through regular reviews of deliverables for compliance with guidelines. Support team members. Analyze data and produce progress reports; collaborate on presentations and client relationship building. Establish and implement policies and procedures to standardize project execution. Project Administrator Requirements Education/Experience: Bachelor’s degree or equivalent experience in administrative project management. Technical Skills: Proficiency in project management software and Microsoft Office. Project Execution: Strong ability to multi-task, prioritize, and analyze problems to ensure accurate, on-time delivery. Communication & Teamwork: Excellent interpersonal and communication skills to collaborate effectively with teammates and external stakeholders. Adaptability: Flexibility to manage changing requirements and dynamic environments. Required Skills and Abilities Candidates must be of high integrity and conduct themselves in a professional and ethical manner. Experience in the financing and development of affordable housing, a plus. Candidate must demonstrate cultural competency working with and for the betterment of BIPOC communities & experience working with or in Tribal government(s) preferred. Candidate must be proficient with operating computer software. Software includes but is not limited to Microsoft Office (Word, Excel, Outlook, PowerPoint, One Note), Adobe Acrobat, document control, project management (Smartsheets/MS Project/Other), cost control, and project management software. Candidate must be a self‑starter and demonstrate that he/she is able to take the initiative and exercise good judgment, checking in appropriately with managers. Working Conditions Local staff work two (2) days in person in the office to facilitate teamwork. Bimonthly meetings to client offices or meeting or training locations. Employment Type Full-time Equal Opportunity Employer Mosaic Urban Development is an equal opportunity employer and is committed to creating a diverse, equitable, and inclusive workplace. We strongly encourage qualified individuals from all backgrounds to apply. Compensation Salary for this position is based on experience and qualifications. The starting salary range is $68,000-$76,000 depending on experience and qualifications. Compensation includes a competitive package of employee benefits including health, dental, vision, chiropractic, and 401(k) retirement plan. #J-18808-Ljbffr