Project Administrator

With a career at HMSHost, you really benefit! We Offer

• Health, dental and vision insurance
• Generous paid time off (vacation, flex or sick)
• 401(k) retirement plan with company match
• Company paid life insurance
• Tuition reimbursement
• Employee assistance program
• Training and exciting career growth opportunities
• Referral program – refer a friend and earn a bonus

* Benefits may vary by position so ask your recruiter for details.

The Project Administrator serves as a critical financial and operational resource for the Design & Construction department, partnering with Project Directors to produce and maintain accurate project cost reporting, contract documentation, and budget correspondence across a portfolio of currently funded and pipeline projects. This role drives project financial integrity by analyzing costs, reconciling invoices, administering closeout processes, and conducting internal control reviews that safeguard organizational assets and ensure full compliance with contractual and regulatory obligations.

• Serves as the primary administrative resource for Project Directors managing project data, tracking, and reporting accuracy through Avolta project management tools such as USGN and OPC
• Oversees contract information including assigning contract numbers, monitoring contract and change order execution, and creating and maintaining files
• Compiles, analyzes, and prepares reports to inform leadership decision-making and project status updates
• Reconciles invoices for accuracy, contract adherence, and actual costs; secures approvals and ensures timely processing
• Administers project closeout processes including reconciling budgets, estimates and actual costs, approvals, and accounting closeout
• Tracks project costs and documentation; coordinates activities to ensure compliance and successful completion by target dates
• Reviews proposals and drafts contracts based on proposals, examining terms and resolving risks pertaining to contractual obligations
• Analyzes budget information and makes recommendations for reallocation and reclassification of costs to optimize project financial performance
• Conducts internal control review for efficiency and effectiveness in detecting and preventing fraud, waste, abuse and misappropriation of funds

The Project Administrator reports to the Senior Director of Design & Construction Program Support

• Education and Experience:
  
  The combination of education and professional experience must exceed 5 years:
  • In a technical role:
    Requires 5 years of experience in project administration, contract management, financial coordination, or related within a design, construction, or capital projects environment
  • A Bachelor’s degree in Business, Construction Management, Finance, or a related field can count for 2 of the 5-year requirement
  • Industry: 3-5 years of experience in hospitality, retail, airport, or commercial construction environments preferred
• Specialized Training:
  • Proficiency in project management and financial tools including SAP, Excel, USGN, OPC, and FTP required
  • Knowledge of contract administration, change order processes, and project closeout procedures strongly preferred
  • Familiarity with internal control frameworks and budget reconciliation practices
• Specialized Skillset/Competencies/Traits:
  • Demonstrated financial acumen with the ability to reconcile budgets, analyze cost variances, and recommend reallocation or reclassification of costs to optimize project financial performance
  • Proven attention to detail and accuracy in invoice processing, contract documentation, and project cost reporting across a multi-project portfolio
  • Strong understanding of contract and compliance management including contractual obligations, change order execution, and internal controls that prevent fraud, waste, and misappropriation
  • Analytical mindset with the ability to evaluate proposals, assess contractual risk, and translate budget data into actionable recommendations for Project Directors
  • Exceptional organizational skills with the ability to manage concurrent project timelines, coordinate closeout activities, and…