Project Administrator

Role Description

We are seeking a highly organized and detail-oriented Project Administrator to support our Project Management team in the successful execution of client engagements. This role is responsible for coordinating the administrative and operational aspects of projects from contract execution through project closeout. Working closely with the Project Manager, you will ensure projects stay organized, documentation is maintained, schedules are coordinated, and internal teams have the information they need to deliver exceptional client outcomes.

The ideal candidate enjoys creating order in fast-paced environments, excels at managing multiple priorities, and takes pride in keeping projects running smoothly behind the scenes.

Key Responsibilities

• Support the Project Manager in coordinating multiple client engagements from kickoff through project completion.
• Schedule client meetings, assessments, pre-assessments, gap analyses, and internal project meetings.
• Coordinate internal resources and 1099 contractors, ensuring appropriate project assignments and onboarding into project workflows.
• Create, maintain, and update project records, timelines, task assignments, and milestones within Zoho Projects.
• Monitor project schedules and proactively identify potential conflicts or delays, escalating issues to the Project Manager as needed.
• Coordinate client kickoff communications following contract execution and payment confirmation.
• Serve as a day-to-day administrative point of contact for clients regarding scheduling, logistics, and project coordination.
• Maintain organized project documentation and records within SharePoint throughout the project lifecycle.
• Coordinate system access, project permissions, and onboarding activities with internal IT.
• Support project closeout activities, including documentation exports, project archiving, and records retention.
• Assist with invoicing based on project milestones, monitor payment status, and coordinate with Accounting on outstanding balances.
• Support contract updates, scope changes, and engagement extensions as directed by the Project Manager.
• Coordinate travel logistics and resource planning for project teams.
• Partner with Sales, Accounting, IT, QA, and Delivery teams to ensure projects move efficiently through every phase.
• Assist with improving internal workflows, templates, and project administration processes to increase operational efficiency.

Qualifications

• 3+ years of experience in project administration, project coordination, operations, or a similar role.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Experience coordinating multiple projects simultaneously while managing competing priorities.
• Strong time management and problem-solving abilities.
• Experience working within project management software (Zoho Projects preferred).
• Proficiency with Microsoft Office and SharePoint.
• Ability to work collaboratively across multiple departments.
• Customer-focused mindset with a commitment to providing an exceptional client experience.

Preferred

• Experience supporting consulting, professional services, or cybersecurity organizations.
• Experience coordinating contractors or distributed teams.
• Familiarity with CMMC, NIST, or compliance-based project environments.
• Experience with Zoho CRM or Zoho Projects.
• Experience supporting document control or quality management processes.

Benefits

• Comprehensive Training: Learn from experienced project management and cybersecurity professionals.
• Remote Work & Flexible Schedule: Work remotely while collaborating with a high-performing team.
• Professional Growth: Build your career in a rapidly growing cybersecurity and compliance industry.
• Work-Life Balance: We prioritize sustainable workloads, flexibility, and strong team collaboration.
• Competitive Benefits: Enjoy a comprehensive benefits package, including health insurance, 401(k), and paid time off.