Project Administrative Assistant / Project Coordinator

This position is with Seneca Group, a Cumming Group affiliate, who delivers top-tier real estate advisory and development management services on projects ranging from 10,000 to over 1 million square feet across corporate office, education, luxury residential, civic and cultural, healthcare, and life sciences across North America and select EMEA and APAC markets. This position will be based in our Seattle, WA office with opportunity to support other markets if interested.

Overview

The Project Administrative Assistant provides essential administrative and operational support to project teams and office leadership, helping ensure projects are delivered efficiently and accurately. This role supports multiple projects simultaneously through coordination of contracts, invoices, purchase orders, cost tracking, scheduling, meeting administration, and project documentation. Working closely with project managers, vendors, and internal stakeholders, the Project Assistant helps maintain organized project records, supports financial and contract processes, and facilitates effective communication and coordination across teams. The position also contributes to day-to-day office operations through calendar management, travel coordination, event registrations, and other necessary support. The successful candidate is a team-oriented project support professional that is proactive, detail-oriented professional with strong organizational and communication skills, the ability to manage multiple priorities, and a commitment to providing exceptional support in a collaborative, client-service-focused environment.

Project Support Essential Duties & Responsibilities

• Simultaneously support multiple internal project teams in project administrative tasks delivering high-quality consistent results.
• Review and process invoices, purchase orders, and other project financial documents, ensuring accurate information is provided and prompt submittal.
• Process and support project and vendor contracts:
  • Peer review draft contracts for compliance with standards / best practices / policies.
  • Contract submittal and approval tracking.
  • Track and maintain record files.
• Track and update excel-based project cost reports with purchase orders and invoices.
• Manage monthly project vendor accruals and perform other light accounting tasks.
• Support calendar coordination and meeting scheduling for both internal and external project stakeholders.
• Support management of project data and files.
• Create meeting agendas, minutes.
• Provide miscellaneous administrative support to internal project teams as needed.

Office Support

• Coordinate internal staff schedules and calendars and other light executive assistant tasks.
• Organize and support internal operating committees.
• Other operational support as assigned.
• On-site “light IT” support for: computers, email, MS Teams, conference room A/V, device replacement, general troubleshooting and triage for outside IT support resources.
• Make team travel arrangements, event/seminar registrations.

Qualifications

• Minimum of 3 years of experience in project coordination or project administration, or a related field.
• Professional demeanor.
• Excellent organizational, time management, and multitasking abilities.
• High initiative, attention to detail, follow through, and commitment to maintaining high-quality work.
• Strong written and verbal communication skills with a professional and client-focused approach.
• Ability to prioritize work, initiate projects, solve problems, seek assistance, and meet deadlines.
• Ability to work independently while effectively collaborating with cross-functional teams.
• Proficiency with office technology, particularly Microsoft Office (Excel, Word, PowerPoint, Outlook and Teams).
• Familiarity with Bluebeam and/or Adobe Acrobat, and SharePoint also desired.
• Familiarity with database tools and systems a plus.
• Familiarity with contract management and project management platforms a plus.
• College degree is preferred.

Pay

The salary range for this full-time role is $28.75-$36.41 per hour. Ranges are determined based on the position, geography, client and industry experience and level, and represent a good faith effort to provide a fair and equitable salary. This range reflects base salary only, and not the total compensation package. Cumming Group reserves the right to pay more or less than the posted range, depending on a candidate’s experience, skills, and qualifications, including client requirements.

Benefits

• Medical
• Dental Insurance
• Vision Insurance
• 401(k)
• 401(k) Matching
• Paid Time Off
• Paid Holidays
• Short and long-term disability
• Employee Assistance Program