Project Administrator

About the Role

The Office/Project Administrator serves as the central hub of both the office and project site environments, embodying the organizational and administrative skills essential for efficient operations. This role combines management expertise, practicality, and interpersonal savvy. In a project setting, the Administrator becomes the focal point for project organization and administrative support. With a keen eye for detail and a systematic approach, this individual ensures the smooth execution of project-related tasks.  This role requires 20% to 50% travel to client sites and project locations within the U.S and international.

Key Responsibilities

• Administrative Oversight in the SLC office HC: Coordinates office activities and operations.
• On field assignments: Providing general administrative support to project managers and team members, while also overseeing the mobilization and demobilization of resources and equipment related to the project.
• Scheduling & Planning: Manages agendas, arranges meeting appointments, and provides reminders to ensure optimal time management practices.
• Communication Management: Handles incoming calls, correspondence, and emails, ensuring high-quality communication internally and externally.
• Record Keeping: Supervising and maintaining records, documentation, and filing systems, both electronic and physical, for easy tracking and access.
• Inventory Control: Managing office supplies inventory and placing orders when necessary.
• Vendor Relations: Liaising with vendors, service providers, and landlords, acting as the primary contact for office-related maintenance and procurement.
• Financial Assistance: Assisting with basic bookkeeping tasks and managing office budgets.
• Support Functions: Providing general support to visitors and assisting colleagues whenever necessary.
• Facility Maintenance: Oversees the maintenance of office facilities and equipment and schedules repairs.
• HR Assistance: Assisting the HR department with recruitment, staff onboarding processes, and maintaining employee records.
• Documentation Management: Preparing, organizing, and storing project documentation, ensuring all necessary materials are current, properly filed, and stored.
• Event Coordination: Organizing company events or conferences and managing logistics to ensure successful outcomes.
• Team Liaison: Acting as a liaison between senior management and staff, facilitating internal communication and collaboration.
• Report Preparation: Preparing regular and ad hoc reports on office budgets and expenses.
• Policy Implementation: Implementing and reinforcing office policies and standards, ensuring they are adhered to by all staff members.
• IT Coordination: Coordinating and assist with IT support to address any issues with office technology and manage user accounts at the office and on site.

Required Skills and Qualifications

• Proven competency in managing a broad spectrum of administrative and operational tasks.
• Strong organizational skills with a focus on efficiency and detail.
• Excellent communication abilities, both verbal and written, vital for internal and external interactions.

Preferred Qualifications

• A degree or certification in Business Administration, Office Management, or a related field is preferred.
• Experience in an office administration role, demonstrating a track record of effective organizational management.

Summary

The Office/Project Administrator must be a proactive problem solver with exceptional organizational skills. They should have a strong understanding of office and project management procedures. Proficiency in office software is essential, along with excellent written and verbal communication skills. This individual should be capable of multitasking effectively in a fast-paced environment while remaining approachable and diplomatic. The role requires someone who can anticipate needs, act independently, and tackle challenges with a can-do attitude.