Project Administrator

Job Summary

The Project Administrator provides administrative support to our project management department. Working closely with the project managers, the administrator owns project administration, documentation control, process adherence, and reporting accuracy. This includes, but is not limited to job registrations, submittals, order entry, project data entry, procurement & material management, and project close-out documentation throughout the project lifecycle. The Project Administrator reports to Team Lead Project Management.

• Facilitate project initiation processes & data entry e.g. sales orders, purchase orders, billing setup, project registration
• Manage accuracy and compliance of Asana portfolio
• Lead submittal, owner’s manual & closeout package assembly
• Track forecast, AP, and prepaid items
• Maintain request for information, risk and issue logs
• Prepare kickoff documentation and status reports
• Coordinate professional services & delivery of materials for project

• Supports in-office operations as available
• Performs other duties as assigned

• Education & Experience:
  
  bachelor’s degree in a related field (e.g., business administration, project management, finance/accounting, information systems), or 2–5 years of relevant professional experience, such as project coordination, administrative support, reporting, or PMO work.
• Strong organizational and time-management skills
• Experience preferred in Microsoft Excel, Word, Quick Books Desktop, Project tools (Asana, Instagantt, Trello)
• Clear written and verbal communication
• Attention to detail
• Soft Skills:
  
  stakeholder communication, ability to multitask across projects, prioritization and follow-through, comfort working with project managers and leadership, process improvement mindset

• Data accuracy
• On-time reporting
• PM workload reduction
• Portfolio compliance
• System adoption
• Responsiveness

At VLS, Our Core Values Guide Everything We Do

• Do the Right Thing
• Own It
• Customer Driven
• Creative Problem Solutions

The Project Administrator role requires moderate mobility and prolonged sitting, along with regular use of hands for operating office equipment such as computers, telephones, and copy machines. Strong visual and auditory abilities are needed to review technical drawings, read data, and communicate effectively in various formats. Occasional lifting of up to 25 pounds may be required. Occasional remote work may be necessary, requiring reliable internet access and an appropriate workspace.

VLS complies with the ADA and will provide reasonable accommodation to qualified individuals with disabilities, unless doing so would result in undue hardship. If you require accommodation to perform the essential functions of this position, please contact the Human Resources department.

VLS is committed to a diverse and inclusive workplace. All qualified applicants will receive considerations for employment without regard to race, color, religion, gender, national origin, age, disability, or veteran status.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to amend and assign other duties and responsibilities as needed.