Project Administrator

General Summary: Under the direction of the Account Manager, the Project Administrator will assist the Account Manager in managing assigned client projects from beginning to end. The Project Administrator will focus on the internal tasks to keep the Account Manager on track, which include, but are not limited to, sourcing, quoting, data input, calendaring, sales orders, purchase orders, shipping, tracking and quality control.

Essential Job Duties:

• Support the Account Management team and facilitate project execution


• Conduct necessary research for product sourcing or production


• Request quotes and input data into SmartSheet (SS)


• Create sales decks, idea books, marketing materials, etc.


• Request shipping quotes and enter data


• Create project calendar, maintain timeline, manage deadlines, and update Account Manager on a regular basis


• Request jobs, Purchase Orders, and Sales Orders through SS


• Build out prototypes if requested, take all necessary photos and videos


• Perform quality control with Account Manager and complete QC form


• Manage approvals at Account Manager’s discretion


• Manage and troubleshoot shipping, warehousing, fulfillment, and tracking. Adhere to specific shipping/receiving requirements required by clients.


• Attach all required files and paperwork for each job in SS and on the server – vendor quotes, art files, QC form, invoices, approvals, drop ship lists, etc.


• Work with Shipping Manager and Accounting Liaison

To Be Successful At This Job You Must Be:

• Computer literate and proficient in learning new software programs


• Highly organized and forward-thinking


• Able to multitask and work efficiently


• An independent thinker and a team player

Preferred Qualifications:

• 4 year college degree


• Experience with marketing collateral (e.g. displays, premiums and custom merchandise)


• Experience in the alcohol/beverage industry, preferred


• Computer literate; experienced in Microsoft Office Suite. Familiar with SmartSheet, Illustrator, and Photoshop, preferred


• Excellent verbal and written communication skills


• Demonstrated project management skills


• Demonstrated attention to detail


• Ability to function in a fast paced, multitasking environment


• Excellent organizational and time management skills; ability to prioritize to meet deadlines


• Demonstrated analytical skills and math aptitude


• Ability to work in a team environment and independently as well


• In-person, hybrid work schedule preferred– Remote Mondays and Fridays, On-site Tuesdays -Thursdays. Hybrid applies to anyone living within a 50-mile radius of the office. Willing to consider fully remote.

ADA Specifications:

• Temperate office environment


• Manual dexterity for keyboarding


• Visual acuity


• Standing and sitting and walking intermittently


• Lifting up to 50 lbs.


• Occasional stooping, bending, reaching and twisting

The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.