Project Administrator

With a career at HMSHost, you really benefit! We Offer Health, dental and vision insurance Generous paid time off (vacation, flex or sick) 401(k) retirement plan with company match Company paid life insurance Tuition reimbursement Employee assistance program Training and exciting career growth opportunities Referral program – refer a friend and earn a bonus *Benefits may vary by position so ask your recruiter for details. Purpose The Project Administrator serves as a critical financial and operational resource for the Design & Construction department, partnering with Project Directors to produce and maintain accurate project cost reporting, contract documentation, and budget correspondence across a portfolio of currently funded and pipeline projects. This role drives project financial integrity by analyzing costs, reconciling invoices, administering closeout processes, and conducting internal control reviews that safeguard organizational assets and ensure full compliance with contractual and regulatory obligations. Essential Functions Serves as the primary administrative resource for Project Directors managing project data, tracking, and reporting accuracy through Avolta project management tools such as USGN and OPC Oversees contract information including assigning contract numbers, monitoring contract and change order execution, and creating and maintaining files Compiles, analyzes, and prepares reports to inform leadership decision-making and project status updates Reconciles invoices for accuracy, contract adherence, and actual costs; secures approvals and ensures timely processing Administers project closeout processes including reconciling budgets, estimates and actual costs, approvals, and accounting closeout Tracks project costs and documentation; coordinates activities to ensure compliance and successful completion by target dates Reviews proposals and drafts contracts based on proposals, examining terms and resolving risks pertaining to contractual obligations Analyzes budget information and makes recommendations for reallocation and reclassification of costs to optimize project financial performance Conducts internal control review for efficiency and effectiveness in detecting and preventing fraud, waste, abuse and misappropriation of funds Reporting Relationship The Project Administrator reports to the Senior Director of Design & Construction Program Support Minimum Qualifications, Knowledge, Skills, and Work Environment Education and Experience: The combination of education and professional experience must exceed 5 years: In a technical role: Requires 5 years of experience in project administration, contract management, financial coordination, or related within a design, construction, or capital projects environment A Bachelor’s degree in Business, Construction Management, Finance, or a related field can count for 2 of the 5-year requirement Industry: 3-5 years of experience in hospitality, retail, airport, or commercial construction environments preferred Specialized Training: Proficiency in project management and financial tools including SAP, Excel, USGN, OPC, and FTP required Knowledge of contract administration, change order processes, and project closeout procedures strongly preferred Familiarity with internal control frameworks and budget reconciliation practices Specialized Skillset/Competencies/Traits: Demonstrated financial acumen with the ability to reconcile budgets, analyze cost variances, and recommend reallocation or reclassification of costs to optimize project financial performance Proven attention to detail and accuracy in invoice processing, contract documentation, and project cost reporting across a multi-project portfolio Strong understanding of contract and compliance management including contractual obligations, change order execution, and internal controls that prevent fraud, waste, and misappropriation Analytical mindset with the ability to evaluate proposals, assess contractual risk, and translate budget data into actionable recommendations for Project Directors Exceptional organizational skills with the ability to manage concurrent project timelines, coordinate closeout activities, and maintain complete and audit-ready documentation Effective communicator with the ability to work independently and collaborate across departments, vendors, contractors, and corporate stakeholders with professionalism and clarity Strong business acumen and also has the mindset required to understand the long‑term implications of design & construction project management decisions and to advance the organization’s goals Demonstrated history of anticipating and balancing the needs of the business with the needs of complex stakeholders, the employee population, and individual circumstances Demonstrated history of creating and maintaining positive work environments Location: This role is based at the North America Support Center in Bethesda, Maryland Avolta, including Dufry, HMSHost Corporation, Hudson, and affiliates (“the Company”), is an equal opportunity employer. It is the Company’s policy to ensure equal employment opportunity in all aspects of employment and to comply with anti‑discrimination laws and regulations. The Company prohibits discrimination and harassment of any type and provides equal opportunities to applicants and team members without regard to actual or perceived race, color, creed, age, religion, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity or gender expression (including transgender status), sexual orientation, national origin, disability, military service and veteran status, ancestry, citizenship status, marital status, protected medical condition as defined by applicable state or local law, genetic information, or any other basis protected by applicable federal, state or local laws and ordinances (referred to as “protected characteristics”). Source: HMSHost #J-18808-Ljbffr