Project Administrator
Job Description
Position Summary
The Project Administrator provides administrative, organizational, financial, and project coordination support to ensure projects and day-to-day operations are completed efficiently, within budget, and on schedule. This role works across teams to coordinate meetings, maintain project documentation, track deadlines and deliverables, monitor project budgets and costs, prepare reports, and support communication among internal and external stakeholders.
The ideal candidate is highly organized, detail-oriented, analytical, proactive, and comfortable managing multiple priorities, project financials, and deadlines in a fast-paced environment.
Project Coordination
- Coordinate project activities, schedules, milestones, and deliverables.
- Maintain project trackers, calendars, action-item lists, and status reports.
- Monitor deadlines and follow up with team members to support timely completion of assigned tasks.
- Schedule and coordinate project meetings, including preparing agendas and meeting materials.
- Document meeting notes, decisions, action items, owners, and due dates.
- Assist project leads with identifying scheduling conflicts, outstanding items, and potential project delays.
- Organize and maintain project documentation and shared files.
- Support project closeout activities, including documentation, financial reconciliation, reporting, and record retention.
Budget & Cost Analysis
- Assist with developing, maintaining, and monitoring project budgets and cost forecasts.
- Track actual project expenditures against approved budgets, forecasts, and commitments.
- Perform budget-to-actual and cost variance analysis and identify significant discrepancies or trends.
- Prepare regular project cost reports, budget summaries, forecasts, and financial status updates for management.
- Track purchase orders, invoices, vendor costs, contracts, commitments, and other project-related expenses.
- Review project financial data for accuracy and reconcile discrepancies with Finance, Accounting, Procurement, vendors, and project teams.
- Monitor project spending and proactively identify potential budget overruns or cost-saving opportunities.
- Assist project managers with estimating future expenditures and updating cost projections and forecasts.
- Maintain accurate cost tracking spreadsheets, financial logs, and supporting documentation.
- Support monthly and periodic financial reporting, accruals, invoice reconciliation, and project cost reviews.
- Assist with change-order tracking and evaluate the budget impact of scope or cost changes.
- Compile financial information to support management decisions, project planning, and resource allocation.
- Maintain organized audit trails and documentation related to project expenditures and approvals.
Administrative Support
- Prepare correspondence, presentations, spreadsheets, reports, and other business documents.
- Process invoices, purchase requests, expense reports, and other administrative and financial documentation.
- Maintain organized electronic and physical filing systems.
- Respond to routine inquiries and route requests to the appropriate team member.
- Assist with office and departmental administrative needs.
Communication & Stakeholder Coordination
- Serve as a coordination point between project teams, leadership, Finance, Accounting, Procurement, vendors, clients, and other stakeholders.
- Communicate project updates, deadlines, budget information, meeting details, and outstanding action items.
- Follow up with stakeholders to obtain required information, documentation, approvals, invoices, or deliverables.
- Coordinate with vendors and internal departments to resolve billing, purchasing, and cost discrepancies.
- Maintain professional and timely communication across multiple departments and levels of the organization.
- Handle confidential and sensitive business and financial information with appropriate discretion.
Reporting & Process Support
- Compile project, operational, and financial information for management reports.
- Track key project metrics, budgets, costs, commitments, deliverables, and administrative requirements.
- Develop and maintain spreadsheets, dashboards, and reports to support project and cost monitoring.
- Assist with developing and maintaining standard operating procedures, templates, financial tracking tools, and workflows.
- Identify opportunities to improve administrative processes, cost controls, reporting accuracy, and project coordination.
- Support special projects and other departmental initiatives as assigned.
Qualifications
- Associate or bachelor's degree in Business Administration, Finance, Accounting, Project Management, or a related field preferred.
- 2-4 years of experience in administrative support, project coordination, budget administration, cost tracking, financial analysis, or a related role.
- Experience monitoring project budgets, expenditures, forecasts, and financial data.
- Strong analytical, organizational, and time-management skills.
- Demonstrated ability to manage multiple projects, deadlines, budgets, and competing priorities.
- Strong written and verbal communication skills.
- Excellent attention to detail, numerical accuracy, and follow-through.
- Proficiency with Microsoft Office, with strong Excel skills including formulas, lookups, pivot tables, data analysis, and financial tracking.
- Experience with ERP, accounting, project management, or collaboration systems is preferred.
- Experience with Microsoft Teams, SharePoint, Smartsheet, Asana, Monday.com, or similar platforms is a plus.
- Ability to interpret financial information and clearly communicate budget and cost variances.
- Ability to work independently while collaborating effectively with cross-functional teams.
- Professional judgment and ability to maintain confidentiality.
Core Competencies
- Project coordination
- Budget management and monitoring
- Cost analysis and forecasting
- Budget-to-actual variance analysis
- Financial reporting
- Advanced spreadsheet and data analysis
- Administrative organization
- Planning and scheduling
- Attention to detail and numerical accuracy
- Communication and follow-up
- Documentation and recordkeeping
- Problem-solving
- Prioritization and time management
- Stakeholder and vendor coordination
- Adaptability and initiative
- Process improvement
Working Conditions
- Primarily office-based or possible hybrid work environment, depending on organizational needs.
- Regular use of computers, financial systems, spreadsheets, phones, and standard office equipment.
- May occasionally require schedule flexibility to support meetings, financial reporting deadlines, events, or project activities.
Success in This Role
Success will be demonstrated through accurate project and financial documentation, effective budget and cost tracking, timely identification of variances and potential overruns, reliable financial reporting, consistent follow-up on commitments, and effective coordination among project teams, Finance, vendors, and leadership. The Project Administrator will help ensure projects remain organized, financially controlled, and aligned with approved budgets, schedules, and business objectives.
Pay: $65,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
