Administrative / Project Assistant

ITAC serves Process & Industrial clients with integrated engineering and construction services for complex capital projects. We also offer specialty services including power systems services and products, custom machine fabrication, and fall protection services and equipment. Founded in 1988, ITAC is a 100% employee-owned firm with over 450 employees operating from six offices in Virginia, North Carolina, and South Carolina. We specialize in power generation & utilities, chemicals, food & beverage, forest products, advanced manufacturing, and minerals & metals.

This is a seconded position: the selected candidate will be employed by ITAC but work full-time on assignment with one of our clients. While day-to-day responsibilities will be managed on-site with the client, ITAC provides ongoing support, resources, and benefits as your employer. The role is a full-time contract anticipated to last 6 months with potential for direct hire by the client. Work will be onsite at the client’s West Haven, CT, and/or Piscataway, NJ location.

About the role

We are seeking a Project Administrator to support a client’s portfolio of capital projects within an active manufacturing environment. This role provides administrative and coordination support to project managers and project teams, ensuring project documentation, reporting, communications, and tracking activities are organized and maintained throughout the project lifecycle.

Responsibilities

• Provide administrative support to project managers and project teams throughout all phases of project execution.
• Maintain project documentation, records, files, correspondence, and reports in accordance with company standards.
• Coordinate project meetings, prepare agendas, document meeting minutes, and track action items to completion.
• Assist with project scheduling activities, milestone tracking, and status reporting.
• Support project controls processes by collecting, organizing, and maintaining project data.
• Coordinate communication between project stakeholders, contractors, vendors, and internal departments.
• Monitor project documentation workflows, including submittals, RFIs, change requests, and approvals.
• Assist with procurement activities, purchase orders, vendor onboarding, and contract documentation.
• Prepare recurring project reports, presentations, and dashboards for leadership and project teams.
• Ensure project records are accurate, complete, and maintained throughout the duration of the project.
• Support budget tracking activities and assist with invoice processing and expense documentation.
• Identify administrative process improvements that enhance project efficiency and execution.

Requirements

• Bachelor’s degree in Business Administration, Project Management, Communications, or a related field along with 3 years of relevant project administration experience, OR at least 5 years of relevant project support experience without a degree.
• Relevant experience supporting projects within a manufacturing, engineering, construction, or industrial environment.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Experience maintaining project documentation and supporting project reporting requirements.
• Proficient in Microsoft Office Applications: Excel, Word, PowerPoint, Outlook, Teams, etc.
• Ability to work effectively with cross-functional teams in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong attention to detail and commitment to data accuracy.

Preferred Skills

• Experience supporting large-scale capital projects, manufacturing projects, or industrial facility improvements.
• Familiarity with project management methodologies and project lifecycle processes.
• Experience with project management and document control systems such as Procore.
• Knowledge of procurement, vendor management, and contract administration processes.
• Experience preparing executive-level reports, presentations, and project dashboards.
• Strong customer service mindset and ability to build positive working relationships across project teams.

Benefits

• Health, Vision, and Dental Insurance
• 401k & ESOP
• Life Insurance
• Short & Long-Term Disability
• Paid Time Off
• Paid Holidays
• Employee Assistance Program
• Professional Development
• Wellness Program
• Safety Incentive Program
• 24/7 Chaplain Care for employees and their immediate families

Pay

The typical base salary range for this position is $50,000–$90,000.