Project Administrator Job Description

Project Administrator Job Description

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Project administrator provides feedback to internal and external construction personnel by communicating feedback regularly; reporting housekeeping issues, and maintaining knowledge of engineering standards, practices and procedures.

Project Administrator Duties & Responsibilities

To write an effective project administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included project administrator job description templates that you can modify and use.

Sample responsibilities for this position include:

Maintenance of Action Trackers (Excel)
Responsible for regular updates to the Vacation Absence Management Tool for all Department employees
Reconciles Bi-Weekly Unit Payroll Expense Reports
Professional Services Administration
Scanning, copying, filing and archiving
Produce, collate and dispatch reports, proposals and letters
Operate diary systems, booking meetings and appointments
Deal with day to day administration requests
Prepare purchase orders, invoices and letters as required
Initiate and manage requests for testing as necessary

Project Administrator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Project Administrator

List any licenses or certifications required by the position: PMP, CTQP, FDOT, MOT, QC, WPM, CAPM, ACRP, SOCRA, PMBOK

Education for Project Administrator

Typically a job would require a certain level of education.

Employers hiring for the project administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Education, Business, Business/Administration, Accounting, Associates, Engineering, Finance, Management, Technical, Communications

Skills for Project Administrator

Desired skills for project administrator include:

Buried and aerial construction of copper and fiber facilities
Construction practices and procedures
Building codes and relevant laws to ensure the project is in compliance with building standards and regulations
Aspects of Engineering
Contract policies and procedures
Engineering standards
Equivalent experience
Equivalent work experience
Excel
Practices and procedures

Desired experience for project administrator includes:

Organizing project files, assisting with handing specific tasks to team members, handling scheduling for project material, maintaining the client list and retaining purchase order and invoices for project materials
Enter data including technical information (color/packaging ) into development specifications
BA/BS degree required, preferably in Business or Apparel/Textiles
In lieu of college degree, must have a high school diploma/equivalent, plus 3 to 5 years relevant work experience
Qualified Accounting Technician (IATI)
Experience with Property Management an advantage - ability to liaise with solicitors in relation to compliance review, conveyance of properties

Project Administrator Examples

1

Project Administrator Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of project administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for project administrator
  • Interact with a diverse team to solicit status updates and identify potential risks in project plan
  • Researches payment history, , interfaces with Accounts Payable and Payroll in regards to misc
  • Workstation refreshes, software upgrades, branch opening/closure
  • Provide Secretarial / Admin Support to Project Manager, Engineering Manager, Construction RSM & Project Leads
  • Preparation of Slide Presentations (Powerpoint)
  • Drafting Minutes of Meeting (Word)
  • Drafting of Project Execution Plans (Word)
  • Update / Collation of Monthly Reports (Support to Project Leads / CM Team)
  • Update of PDTA QA Documentation / Project Instructions (Support to PDTA Management Team)
  • Creation of Transmittals / Issuing of Documentation (MOM / Monthly Reports)
Qualifications for project administrator
  • Developing and maintaining project reporting, task tracking, business case and investment input, scheduling and other critical tasks
  • Coordinating project materials and research, generating schedules and reports, and updating project information and scheduling
  • Knowledge and experience with ISO9000 requirements and their deployment
  • 6+ years administrative experience including large project or program document control management
  • Has knowledge of TIAs
  • Has the ability to read and understand design and construction drawings to an EIT level
2

Project Administrator Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of project administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for project administrator
  • Acts as a primary contact between the company and the customer, responsible for administration of customer contracts
  • Determines and coordinates final shipping details
  • Updates weekly backlog report
  • Conducts weekly accounts payable/receivable meetings with Finance, as required
  • Maintains close liaison with Finance for all open jobs/programs
  • Coordinate with Flow Customer Care Team in Dubai on Commercial aspects Letter of Credits, Bank Guarantees and Performance Bonds
  • Support the documentation requirement identification process
  • Complete PMO checklist and forms to be used in projects
  • Provide detailed advice, guidance and support on administrative, financial, marketing, meetings, travel, events, international relations processes and implement these procedures with internal and external customers
  • Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Schools/Directorates and outside bodies including University of Namibia as required and attending international visits to partner nation
Qualifications for project administrator
  • Experience in construction administration, submittal processing, RFI management, report preparation, meeting minute preparation, file management and document management
  • Experience in the use of various softwares including Microsoft Office products and other PM Software
  • Ability to work in a field office on the jobsite
  • High School Diploma or some college or secretarial education required
  • The successful candidate will have supported executive level positions in the past and have at least 3 years of experience supporting senior business leaders
  • Individual must be highly motivated and organized and willing to accept additional responsibility as required by the position
3

Project Administrator Job Description

Job Description Example
Our company is looking for a project administrator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for project administrator
  • Manages archiving for the team, insuring there is adequate boxes and archiving documents available and assist teams where possible
  • To act as support and back up to the travel team for organising/booking travel arrangements and hotel accommodation, as and when required
  • To manage the Project Director’s diary and handle all incoming and outgoing correspondence (paper and electronic) passing through their office
  • To administer the UK and overseas travel arrangements of the Project Director and all other operation staff and process expense claim forms
  • Maintain project records under the direction of the Project Coordinator, including evidence to support financial claims, outputs evidence, progress reports and compilation and maintenance of other databases and records as required
  • To be main point of contact for the University’s central divisions Human Resources, Finance, Planning, Research and Consultancy Division
  • To provide administrative support in identifying research funding opportunities, preparing research project proposals and costings, records, financial management of research projects, timesheets and closure of projects
  • To monitor income and expenditure on the operation’s project accounts against the set budgets and regularly report to the Project Director on the status of these accounts
  • To arrange payment of invoices/TRF’s/expense/gold form claim forms and raise sales invoices (where appropriate) relating to the research project account
  • To organise and manage the operation’s accounts using the University’s finance system, ensuring the Institute’s research records are reconciled with the printouts (from Oracle) received from the University Finance Division
Qualifications for project administrator
  • Following up with system approvers
  • Organized, self-starter who can work independently
  • Ability to maintain confidentiality in dealing with all work which may include personnel issues, patented ideas/inventions and proprietary information
  • Managing multiple priorities and demonstrating independent thinking
  • Needs to be very good with numbers
  • Must be able to write and create reports
4

Project Administrator Job Description

Job Description Example
Our company is hiring for a project administrator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for project administrator
  • Maintaining Buy America audit worksheets along with preparing documentation for audit
  • Monitor budgets and schedules for progress
  • Leadership for Document Control, including entering data as needed if not undertaken by others
  • Delivering output in line with the quality ethos of SNCL RTE
  • Be computer literate to a professional standard in relation to word processing and spreadsheets
  • Project Steerco meetings (monthly) - Schedule Project Steerco meetings, invite attendees and ensure diary availability, arrange parking and access for attendees
  • On Boarding of team members (internal external staff) - Organise the physical infrastructure, the briefing packs, briefing session
  • Arrange cell phones, laptops, email, software, permanent parking, access, create staff file for HR management
  • Applies the project management process, tools and templates to Serves as a support function/resource ensuring all phases of a project is executed according to project plans
  • Liaising with commercial team to record impending costs including lunches, taxis, stationery
Qualifications for project administrator
  • Working in other project management tools and systems as needed
  • Must be able to keep confidentiality
  • Must be dependable and able to work flexible hours
  • Experience of making travel arrangements desirable
  • English- advanced level, other language will be a plus
  • Bachelor degree in Business, Finance, Accounting or related degree
5

Project Administrator Job Description

Job Description Example
Our innovative and growing company is hiring for a project administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for project administrator
  • Process purchase order through SAP, process invoices and delivery orders
  • Includes oversight of the implementation, communicating with national experts/external partners
  • Liaise with financial team in order to ensure all transactions are forecast & recorded correctly
  • Raise Purchase Order requests and processing vendor invoices
  • Processing sales invoices (& credits where applicable)
  • Processing equipment and training orders on behalf of service users
  • Logging project related costs on tracking spreadsheets
  • Completing and submitting claim forms to reimburse project costs
  • Spreadsheet reconciliations
  • Liaising with credit control to allocate payments and resolve queries
Qualifications for project administrator
  • One year successful project management related coursework or experience is preferred
  • Bachelor degree in Finance, Economics, Mathematics, Accounting or related degree
  • Three years’ experience in a role with exposure to Commercial banking
  • Experience in minute taking of meetings
  • Construction industry or consultancy experience an advantage
  • Methodical attitude to all aspects of work with attention to detail

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