Project Management Administrator
Job Description
Job Description
The Project Manager Administrator (PMA) supports the project and account management teams by coordinating day-to-day projects, preparing documentation, and ensuring smooth communication between stakeholders. This role assists with implementing standard processes, managing administrative tasks, and supporting the development of quotes and estimates to keep projects on track, on time, and within budget.
Key Job Responsibilities
- Assist in administering standard project management processes, materials, and reporting to support the project services operations team.
- Assist the Project Management Coordinator in organizing documents and reports on work orders and operation codes for current projects and tasks.
- Assist in the documentation of quotations in coordination with the Project Estimator, Project Management, and Account Management teams.
- Reviews for the accuracy of the approved job tickets and quotes in the billing system
- Organize, document, and report on internal monthly billing and job codes.
- Support Project Managers to review, correct, and maintain accurate billing information and accurate technical work descriptions for current projects
- Partner with Account Management and the Finance & Accounting Department to produce, review, and report on billing and work orders
- Communicate clearly and professionally, both in writing and verbally, with team members, stakeholders, and clients.
- Maintain accuracy and attention to detail when handling documentation, tracking project progress, and ensuring quality standards.
- Build positive working relationships, promote teamwork, and constructively address conflicts.
- Assist the Project Management Coordinator.
- Provide general administrative and reporting assistance to the Service Operations team and maintain organized and accurate documentation regarding customers and contractors relating to projects.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. In addition, duties, responsibilities, and activities may change at any time with or without notice
Required Competencies
- Problem Solving
- Basic Financial Acumen
- Communication
- Teamwork/Collaboration
Education, Work Experience, Licenses, and Certificates
- Bachelor's Degree preferred
- Years of relevant work experience required: minimum 2 year of work history as a project administrative specialist or coordinator in corporate environment
- Exceptional computer skills, including expertise in Microsoft products such as Word, Excel, and Outlook
- Experience with an ERP level project management, sales and/or accounting system such as SalesForce
- Required licenses or certificates: No
- People Management: No
- Direct reports titles: Manager, Estimator