Position Overview

We are seeking a highly organized and detail-oriented Project Administrator to support project managers and cross-functional teams in the successful execution of projects. This role is responsible for project coordination, purchase order management, documentation control, budget tracking, and administrative support throughout the project lifecycle.

The ideal candidate is proactive, capable of managing multiple priorities, and thrives in a fast-paced project environment. Experience supporting construction, manufacturing, industrial, engineering, or infrastructure-related projects is highly preferred.

Key Responsibilities

Project Administration & Coordination

Provide day-to-day administrative support to project managers and project teams.
Coordinate project schedules, milestones, deadlines, and deliverables.
Track project progress and maintain accurate status reports.
Schedule meetings, prepare agendas, document meeting minutes, and follow up on action items.
Facilitate communication between internal departments, vendors, subcontractors, and project stakeholders.
Support project planning, execution, and closeout activities.

Purchase Orders & Procurement

Prepare, process, and track purchase orders for project-related materials, equipment, services, and subcontractors.
Coordinate with procurement, accounting, and project management teams to ensure timely approvals and processing.
Maintain accurate purchasing logs and track commitments against project budgets.
Follow up with vendors regarding order status, delivery schedules, and required documentation.
Review and reconcile invoices against purchase orders, contracts, and supporting documentation.
Ensure procurement activities comply with established company policies and procedures.

Project Documentation & Records Management

Maintain organized project files, records, and documentation.
Manage document control processes, including contracts, change orders, permits, invoices, correspondence, and technical documentation.
Track project deliverables and documentation deadlines.
Prepare and distribute project reports, spreadsheets, and presentations.
Ensure project records are accurate, accessible, and up to date.
Support audit, compliance, and project closeout documentation efforts.

Financial & Reporting Support

Assist with tracking project budgets, expenditures, commitments, and project costs.
Maintain project cost reports and financial tracking spreadsheets.
Monitor invoice processing and outstanding commitments.
Coordinate with accounting regarding expenses, payment status, and financial reporting.
Support project managers in identifying budget variances and maintaining accurate project financial records.

Administrative Support

Manage project correspondence, scheduling, and communications.
Assist with travel arrangements, expense reports, and general administrative activities.
Maintain contact databases for vendors, contractors, and project stakeholders.
Provide additional administrative and operational support as needed.

Qualifications

Required

Associate's degree or Bachelor's degree in Business Administration, Project Management, Construction Management, or a related field preferred.
2-5 years of experience in project administration, project coordination, construction administration, or a similar support role.
Strong proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams.
Excellent organizational skills and attention to detail.
Strong written and verbal communication skills.
Ability to manage multiple deadlines and priorities simultaneously.
Ability to work independently while contributing to a collaborative team environment.

Preferred

Experience supporting construction, industrial, manufacturing, engineering, or infrastructure projects.
Experience managing purchase orders, procurement documentation, and vendor communications.
Familiarity with project budgets, cost tracking, and financial reporting.
Experience utilizing ERP, procurement, or project management software platforms.
Knowledge of document control systems and project documentation procedures.
Strong problem-solving skills with a proactive approach to identifying and resolving issues.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.

Job Reference: JN -112026-435062