Project Administration Specialist

What You'll Do

Enter, review, and maintain project information, ensuring records are accurate, complete, consistent, and up to date. 
Learn and navigate Felix systems, workflows, and operational requirements to support projects and teams across the organization. 
Research discrepancies and resolve issues involving project information, documentation, systems, or processes. 
Manage detailed and recurring tasks while balancing deadlines, requests, and changing priorities. 
Track requests and assigned work through completion, proactively following up when additional information or action is needed. 
Maintain organized project records and documentation. 
Support contract review, stewardship, document control, and project closeout activities as applicable to your area of responsibility. 
Collaborate with project teams, Accounting, leadership, and other internal partners to answer questions, resolve issues, and keep information moving. 
Provide advanced troubleshooting and support for more complex or unusual issues. 
Follow established processes and procedures while identifying opportunities to improve accuracy, consistency, and efficiency. 
Support the development and maintenance of SOPs and other process documentation. 
Serve as a knowledgeable resource within your assigned area of specialty, providing guidance and helping teammates navigate processes and systems. 
Support and mentor other OSS team members by sharing knowledge and reviewing work when appropriate.

Who You Are

• 3+ years of experience in administrative or project support, ideally within construction or engineering environments. 
• Proficient in Microsoft Office Suite (Word, Excel, Outlook Teams) and comfortable learning new software. 
• Excellent organizational skills and attention to detail. 
• Detail oriented. You care about getting information right and notice when something does not look right. 
• Organized. You can manage multiple requests, deadlines, documents, and priorities without losing track of the details. 
• Dependable. When you take ownership of something, others can trust that you will follow it through to completion. 
• Curious and resourceful. You are willing to research a discrepancy, ask the right questions, and work toward a solution. 
• Strong verbal and written communication skills. 
• A strong communicator. You keep others informed, ask questions when something is unclear, and communicate professionally with different teams and levels of the organization. 
• Comfortable with systems and data. You can learn new software, navigate established processes, and work confidently with detailed project and financial information. 
• Independent but collaborative. You are comfortable taking direction and then owning your work, while recognizing when collaboration or escalation is needed. 
• Process minded. You can follow an established process while also recognizing opportunities to make the process clearer, more consistent, or more efficient. 
• A team player. You understand that OSS is a shared support function and are willing to step in, share knowledge, and help the team succeed.