Project Administrator
Summary
Project Administrator at an integrated protection services company, keeping project schedules, budgets, and communications organized across departments. Day-to-day work centers on Microsoft Office (Excel, Teams, Outlook), Sedona, and WeSuites for job conversions, invoicing (standard & AIA), lien waivers, and subcontractor purchase orders.
Primary Responsibilities
The Project Administrator will be responsible for ensuring the schedule, budget and details of a given project are well organized. They will communicate with various departments to keep everyone on board about any changes to the project plan. In addition, they organize reporting and keep in constant communication with project managers regarding the status of projects. The Project Coordinator needs to be proficient in working with standard Microsoft Office programs such as Excel, Teams, and Outlook. The ability to handle multiple projects and team support with excellent communication and attention to detail is a must.
Essential Functions
- Converting won jobs from sales proposals to active projects utilizing company software platforms (Sedona and WeSuites)
- Converting change orders from WeSuites into Sedona
- Compiling and providing Pre liens for jobs
- Creating and sending project invoicing reports to project managers monthly
- Project invoice creation (standard & AIA, lien waivers, etc.)
- Executing Subcontractor Purchase Orders’s (agreements, issuing, qualifying/onboarding)
- Act as subcontractor’s point of contact for all payment advice
- Utilize multiple portals for project and service invoice submission
- Cleaning WeSuite queue at end of month
- Updating customer accounts (in company project management software or in customer’s portal) as needed