Project Management Administrator

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Position Summary

Project Management Administrator provides administrative, operational, and project coordination

support to ensure the successful execution of projects across the organization. This role serves as a key

liaison between project teams, vendors, customers, and internal stakeholders, helping to maintain

schedules, track deliverables, manage documentation, and support project reporting.

Duties and Responsibilities:

• Project Management Administrator assists planning, coordinating, and tracking project

activities.

• Maintain project schedules, timelines, and milestone trackers.

• Monitor project progress and follow up with team members regarding outstanding tasks and

deliverables.

• Coordinate project meetings, prepare agendas, and record meeting minutes.

• Track action items and ensure timely completion.

• Manage calendars, schedule meetings, and coordinate travel arrangements as needed.

• Prepare correspondence, presentations, reports, and other project-related documents.

• Organize and maintain project files, records, contracts, and documentation.

• Process invoices, purchase orders, and project-related expenses

• Serve as a point of contact for internal departments, vendors, contractors, and customers.

• Facilitate communication between project stakeholders to ensure alignment and timely

information sharing.

• Assist in preparing project status reports and executive summaries.

• Maintain project databases, logs, and reporting tools.

• Compile and distribute project progress reports, dashboards, and KPI summaries.

• Ensure project documentation is accurate, complete, and compliant with company standards.

• Support contract administration and document control processes.

• Assist with project budgeting and cost tracking.

• Monitor procurement activities and delivery schedules.

• Support risk management activities by tracking issues, risks, and mitigation plans.

• Help identify process improvements that enhance project execution and efficiency.

Job Requirements

Education and Experience:

• High School diploma or GED required; associate degree in Business Administration or a related

field preferred.

• Minimum of 2 years of administrative, clerical or general office experience preferred.

• Proficiency with Microsoft Office application, including Word, Excel, Outlook, Teams, and

PowerPoint.

• Equivalent combination of education, training, and relevant experience may be considered.

Preferred Qualifications

• 2-5 years of administrative, project coordination, or project management support experience.

• Experience supporting large-scale operational, construction, transportation, logistics, industrial,

or engineering projects preferred.

Essential Qualifications:

• Strong organizational and time management skills.

• Ability to work effectively in a fast-paced environment while maintaining accuracy and attention

to detail.

• Demonstrated ability to communicate effectively, both verbally and in writing. Proficiency in

Microsoft Office Suite, particularly Excel, Word, PowerPoint, Outlook, and Teams.

• Demonstrated ability to manage multiple projects, priorities, and deadlines concurrently.

• Ability to work independently while maintaining close coordination with project leadership.

• Professional demeanor with strong interpersonal and relationship-building skills.

Language Skills:

• Ability to read, write and speak English proficiently.

Physical Demands:

• While performing the duties of this job, the employee is regularly required to talk or hear.

• May be required to stand, walk, sit, use hands to feel; reach with hand and arms, and stoop,

kneel or crouch as needed.

• Specific vision requirements include the ability to see at close range, distance vision, color

vision, peripheral vision, depth perception, and the ability to adjust focus.

• Ability to operate in a constant state of alertness and safe manner.

Work Environment:

• This position is primarily performed in a professional office environment. The employee

regularly uses standard office equipment, including computers, phones, and other business related technology.

Salary Range:

Disclaimer:  The starting salary for this position is $25.00 to $30.00. This range is based on market data and internal equity. The final offer will be determined by various factors, including the candidates experience, education, skills, qualifications, and geographic location.

The Heniff Family of Companies, we believe our biggest asset is our people. We are proud to be an equal opportunity employer, hiring and developing individuals from diverse backgrounds and experiences to add to our collaborative culture. Heniff treats all candidates and employees with respect and does not discriminate in our recruiting, hiring, and promoting processes and general treatment during employment, including on the basis of actual or perceived race, creed, color, religion, sex, age, sexual orientation, gender identity and/or expression, alienage or national origin, ancestry, citizenship status, marital status, veteran status, or disability.