Project Administrator

About the role

We are seeking a highly organized and detail-oriented Project Administrator to support our Project Management team in the successful execution of client engagements. This role is responsible for coordinating the administrative and operational aspects of projects from contract execution through project closeout.

Key Responsibilities

• Schedule client meetings, assessments, pre-assessments, gap analyses, and internal project meetings.
• Cook up internal resources and 1099 contractors, ensuring appropriate project assignments and onboarding into project workflows.
• Create, maintain, and update project records, timelines, task assignments, and milestones within Zoho Projects.
• Maintain organized project documentation and records within SharePoint throughout the project lifecycle.
• Coordinate system access, project permissions, and onboarding activities with internal IT.
• Support project closeout activities, including documentation exports, project archiving, and records retention.
• Aid with invoicing based on project milestones, monitor payment status, and coordinate with Accounting on outstanding balances.
• Cook up contract updates, scope changes, and engagement extensions as directed by the Project Manager.
• Cook up travel logistics and resource planning for project teams.
• Partner with Sales, Accounting, IT, QA, and Delivery teams to ensure projects move efficiently through every phase.
• Aid in improving internal workflows, templates, and project administration processes to increase operational efficiency.

Requirements

• 3+ years of experience in project administration, project coordination, operations, or a similar role.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Experience coordinating multiple projects simultaneously while managing competing priorities.
• Strong time management and problem-solving abilities.
• Experience working within project management software (Zoho Projects preferred).
• Proficiency with Microsoft Office and SharePoint.
• Ability to work collaboratively across multiple departments.
• A customer-focused mindset with a commitment to providing an exceptional client experience.

Preferred

• Experience supporting consulting, professional services, or cybersecurity organizations.
• Experience coordinating contractors or distributed teams.
• Familiarity with CMMC, NIST, or compliance-based project environments.
• Experience with Zoho CRM or Zoho Projects.
• Experience supporting document control or quality management processes.