Project Administrator

About Visions

Visions Management began in 2007 with the goal of reimagining the experience of move management, space planning and FF&E services for our clients.  To meet this goal, we built a diverse team of experts from varied backgrounds.  Visons is a Certified Women Business Enterprise, Small Business, San Francisco Local Business Enterprise and EcoVadis Bronze Medalist (Universal Sustainability Award). 

We are dedicated to fostering a diverse and inclusive environment and believe that diversity drives innovation and creativity, making us stronger as a team.  We actively seek unique perspectives and experiences, understanding that they enrich our work and help us better serve our clients.   We believe company culture is key to the professional and personal growth of our employees.  Visions Management is committed to inspiring our people as a family first company offering an environment that promotes continued education, training, coaching, creativity and bringing ideas to life.

We look forward to learning about you!

About the Role

We are seeking a highly organized and detail-oriented Project Administrator for our Project Management Team. The Project Administrator will play a critical role in supporting Project Managers to ensure the successful completion of projects. This role involves managing project documentation and the financial tracking of all projects as well as project administrative tasks. This position is ideal for someone passionate about organization, details, documentation and financial tracking.

Position Goals -

·      Contribute to the success of the Project Managers and Projects

·      Lead the team toward administrative consistency and standards

·      Be a valuable resource to the Project Managers and Visions’ Team Members

·      Embrace team and company collaboration

·      Ensure the financial solvency, tracking and reporting of all projects.

Responsibilities -

·      Be a resource for the Project Managers (PMs), supporting their efforts to deliver projects on-time, at or under budget, and meeting or exceeding client expectations.

·      Organize and report on project status, schedule updates, budgeting, and invoicing.

·      Support PMs with the set-up and maintenance of project folders, ensuring consistency and adherence to company standards.

·      Prepare monthly project reports, including status updates and financial metrics, to the Director of Client Services, CEO, and the leadership team.

·      Assist the PMs with the organization and maintenance of project files, ensuring easy access and proper version control that keeps project records and documentation current and in order.

·      Collaborate with leadership to update and maintain company CRM.

·      Track and monitor change orders, purchase orders, certificates of insurance, invoices, billing and reporting.  Partner with Accounting to monitor billing by PO amount.

·      Assist with the development of proposals, including securing a proposal number, project name and as requested aid in the building of proposals.

·      Support team leader with resource tracking, project pipeline, and schedule.

·      Develop and implement structured processes to support the full project life cycle, from initiation to completion, ensuring efficiency and consistency.

·      Collaborates with cross-functional teams to streamline workflows and improve operational efficiency.

·      Experience managing pay applications, invoices, and budget tracking using accounting software to ensure accurate financial reporting.

·      Experience utilizing CRM tools to track project communications, life cycle and ensure data integrity.

·      Assists in risk management by identifying potential project challenges and assist with proactively implementing solutions

·      Assist in ensuring compliance with company policies and process, as well as contractual obligations.

About You

You are an experienced administrator able to support multiple ongoing projects and project managers.  You are known for your attention to detail, organization skills, and proficiency across a variety of software.  You find calm in chaos, leveraging your experience and capabilities to remain steadfast and focused when challenged.

Requirements -

·      Minimum 3 years as a Project Administrator or,

·      Four or more years as an Administrative Assistant with Project Management experience

·      Verified client facing or customer service experience

·      Intermediate to advanced knowledge and experience with Microsoft Office and SmartSheet

·      Able to travel to and from project sites throughout the Bay Area as needed

·      High school diploma

Qualifications/Skills –

·      Experience with Facilities Management, Project Management, Construction Management

·      Strong written, verbal, interpersonal communication, and organizational skills

·      Good interpersonal skills in an environment of tight deadlines, frequent interruptions, and unexpected events

·      Ability to prioritize deadlines and tasks

·      Highly dependable, consistent, and thorough

·      Working knowledge of architectural drawings, office furniture, and space planning concepts

·      Hybrid role with time spent at the corporate office in Novato and project visits as needed