Project Administrator

An established, independent purchasing firm serving the hospitality industry is seeking a highly organized and detail-oriented Project Administrator to support its project management team. With over 25 years in business, this niche firm is known for its personalized service and strong client relationships, including a significant Latin American client base.

The Project Administrator plays a critical role in ensuring purchase order accuracy, vendor compliance, and timely documentation throughout the lifecycle of each project. This position requires exceptional organizational skills, follow-through, and the ability to manage multiple priorities in a fast-paced environment.

• Partner with Project Managers at project launch to review timelines, client specifications, and special requirements.
• Maintain and manage all purchase order documentation, ensuring legal accuracy and timely submission to clients.
• Secure and file all required approvals for purchase orders; manage revisions as needed.
• Proactively follow up with vendors to ensure compliance with materials, production timelines, and delivery schedules.
• Coordinate freight pick-up and delivery logistics to meet project deadlines.
• Collect and file proofs of delivery and all project-related documentation.
• Assist Project Managers in resolving vendor discrepancies, invoice issues, and statement follow-ups.
• Support the project team with reporting, documentation updates, and weekly tracking reports.
• Prepare and compile final project documentation for client turnover.

• Exceptional organizational and multitasking skills
• Detail-focused with the ability to manage documentation accurately
• Clear, professional communication skills (written and verbal)
• High level of discretion, confidentiality, and professionalism
• Strong time management and follow-through
• Bilingual Spanish/English highly preferred