Project Administration Associate

About This Role

The Project Administration Associate provides essential administrative support to the Project Administrator, focusing on logistical coordination, data tracking, and process documentation for construction-related projects. This role enhances operational efficiency by managing routine and recurring tasks, allowing the Project Administrator to focus on compliance, financials, and project execution. Success in this role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Coordinate hotel bookings for traveling technicians and project personnel.
• Place and track equipment orders, ensuring timely delivery and accurate cost allocation.
• Process Webcycle (Readsoft) workflow items related to invoices and internal approvals.
• Assist in maintaining Smartsheet Project Tracking, ensuring accurate data entry and timely updates.
• Manage the Dispatch Log for technician assignments and field service coordination.
• Maintain the Vendor Log, verifying vendor details and documentation.
• Support entry and updates to the Resettlement Log, assisting with technician assignment changes.
• Contribute to the accuracy and completion of the Billing/Completed Log, tracking project billing status.
• Monitor the Fee Discrepancy Log, noting and escalating any inconsistencies.
• Assist with Open Project Audits by gathering and organizing documentation for projects like Tremviews, Technical Assist Orders, Consulting Projects, TRACE/ACT Services, and Diagnostics.

Requirements

• Strong organizational skills with a high level of accuracy
• Proficient in Microsoft Office Suite (Excel, Outlook, Word)
• Ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• Ability to work independently and collaboratively
• Strong sense of ownership and initiative

Qualifications

• High school diploma or general education degree (GED)
• One to two years related experience and/or training.

Nice to Have

• Experience with Smartsheet, SAP, or similar systems

Skills

* Required skills