Operations Administrator

Operations Project Administrator 

Praetorian Power Protection is a NETA-accredited provider of electrical testing, commissioning, engineering, and maintenance services. We are seeking an organized, detail-oriented Operations Project Administrator to support projects from contract award through project closeout. 

This role serves as the central administrative hub between project managers, operations, accounting, payroll, customers, vendors, subcontractors, and field personnel. The ideal candidate will be responsible for project setup, contract administration, document control, billing support, and maintaining accurate project information across company systems. 

Key Responsibilities: 

• Project Administration & Project Lifecycle Coordination:
• Coordinate project startup activities following contract award. 
• Set up and maintain project records and supporting documentation. 
• Track project status and communicate updates to Operations, Project Managers, and Accounting. 
• Support project closeout activities and administrative project requirements. 
• Serve as a primary point of coordination between internal departments and external stakeholders.

Contract Administration: 

• Perform initial contract reviews to identify non-standard terms, client requirements, and provisions requiring management review. 
• Prepare contracts for Director-level review by identifying sections requiring redlines or additional review. 
• Assist with coordinating contract revisions and redline exchanges between customers and internal stakeholders. 
• Track contract review status, revisions, approvals, and execution progress. 
• Coordinate signature routing and execution of contract documents. 
• Maintain contract logs and ensure executed agreements are properly filed and retained. 
• Support compliance with contractual requirements including insurance, safety, reporting, and customer-specific documentation requirements. 

Project Startup & Compliance Documentation: 

• Coordinate collection and preparation of project startup documentation. 
• Assist with Certificates of Insurance (COIs), customer onboarding requirements, supplier registrations, safety documentation, project information sheets, vendor forms, and other contract-required documents. 
• Coordinate with internal departments to obtain required project documentation. 
• Verify customer requirements are satisfied prior to project mobilization. 
• Track outstanding documentation requirements and follow up to ensure timely completion. 

• Document Control & Records Management 

• Maintain and organize company file structures across all projects and departments. 
• Ensure project folders remain accurate, complete, and consistently organized. 
• Verify all required project documentation has been received, uploaded, and properly filed. 
• Perform routine audits of project files to identify missing, incomplete, or outdated documentation. 
• Assist with document control procedures, revisions, version management, and record retention activities. 
• Ensure project documentation is maintained in accordance with company standards and customer requirements. 

Billing & Financial Support:

• Assist with customer invoicing and billing preparation. 
• Coordinate with Accounting to resolve billing discrepancies, missing documentation, and invoice-related issues. 
• Assist with tracking project billing milestones and project completion status. 
• Support project closeout activities and final billing documentation requirements. 

Salesforce & Business Systems Administration:

• Maintain accurate customer, project, and opportunity information within Salesforce. 
• Ensure project documentation and customer communications are properly recorded in Salesforce. 
• Assist with maintaining data integrity by identifying and correcting incomplete or inaccurate records. 
• Coordinate information between Salesforce, QuickBooks, payroll systems, and project documentation to ensure consistency across business systems. 
• Generate reports and assist management with project tracking and operational reporting. 
• Support continuous improvement of system processes and data management practices. 

Qualifications & Requirements: 

Education:  

• High School Diploma or equivalent required. 
• Associate's Degree or Bachelor's Degree in Business Administration, Project Management, Construction Management, Operations Management, or related field preferred. 

Experience: 

• 3-7 years of Construction Project Administrator, Contract Administrator, Project Coordinator, or Operations Coordinator experience 
• Construction, electrical testing, engineering, commissioning, industrial services, or technical services industry experience preferred. 
• Experience supporting Project Managers, Operations teams, or field service organizations. 
• Experience reviewing contracts, purchase orders, service agreements, or subcontract agreements. 
• Familiarity with document control processes and project documentation management via electronic project records and filing systems 
• Experience working in a fast-paced, deadline-driven environment. 

Required Skills: 

• Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously. 
• Excellent communication skills, both written and verbal. 
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and experience with project management or CRM software. 
• Working knowledge of Salesforce CRM. 
• Attention to detail and accuracy in recordkeeping and reporting. 
• Ability to work independently as well as part of a team. 
• Strong problem-solving skills and ability to adapt to changing priorities. 

Benefits: 

• Hourly rate - $30 - $38 DOE 
• Health, dental, and vision insurance 
• Paid time off and holidays 
• 401(k) retirement plan 
• Opportunities for professional development and growth within a NETA-accredited company. 

• Experience: 

• At least 2 years of experience in an administrative or operations support role, preferably within the electrical, construction, or technical services industry. 

• Experience working with a NETA testing firm is a plus. 

• Skills: 

• Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously. 

• Excellent communication skills, both written and verbal. 

• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and experience with project management or CRM software. 

• Attention to detail and accuracy in recordkeeping and reporting. 

• Ability to work independently as well as part of a team. 

• Strong problem-solving skills and ability to adapt to changing priorities.