Project Administrator / Project Coordinator

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Project Administrator / Project Coordinator to provide administrative, financial, procurement, and project coordination support throughout the project lifecycle.

This position is responsible for maintaining project records, tracking budgets and expenditures, supporting procurement activities, coordinating project documentation, and ensuring accurate reporting across project management and financial systems.

The ideal candidate will have experience in project administration, project coordination, procurement, finance, or a related field, along with strong Microsoft Excel skills and the ability to manage multiple priorities independently.

The role also involves independently coordinating equipment-only capital projects, including procurement, scheduling, budget tracking, stakeholder communication, and project closeout.

Key Responsibilities

Project Administration & Coordination

• Create, update, and maintain project records within project management and financial systems.

• Support project setup activities, including funding requests and authorization documentation.

• Maintain project forecasts, expenditure reports, and spending status trackers.

• Assist project teams with monthly forecasting, budgeting, and financial updates.

• Coordinate and maintain project documentation throughout the project lifecycle.

• Support project closeout activities, including documentation, financial reconciliation support, and records retention.

• Ensure project information is accurate, organized, and accessible to relevant stakeholders.

Financial Management & Cost Tracking

• Track project expenditures and maintain financial forecasting spreadsheets.

• Download, compile, review, and distribute project spending reports.

• Update financial reports using current expenditure data and forecast information.

• Process cost transfers and other project-related financial transactions.

• Monitor project funding approvals, expenditures, and budget status.

• Identify discrepancies and coordinate with appropriate teams to resolve financial reporting issues.

• Maintain accurate and up-to-date project financial documentation.

Procurement & Supplier Coordination

• Create, submit, and track purchase requisitions.

• Coordinate Service Entry Sheets (SES) and Goods Receipts (GR).

• Assist with invoice processing, supplier payment inquiries, and purchasing documentation.

• Partner with Procurement and Finance teams to resolve purchasing and payment issues.

• Follow up with buyers regarding purchase orders, requisitions, and procurement status.

• Monitor purchasing approval workflows and help expedite approvals when necessary.

• Maintain accurate procurement records and ensure timely follow-up on outstanding items.

Systems Administration & Reporting

• Maintain project data and documentation within SAP, EcoSys, SharePoint, and other project management systems.

• Create, organize, and maintain project SharePoint sites, folders, and documentation repositories.

• Generate project status reports, financial reports, and administrative tracking documents.

• Ensure data consistency and accuracy across project controls, procurement, and financial systems.

• Support project teams with reporting, document management, and system-related administrative tasks.

Equipment & Capital Project Coordination

• Independently coordinate equipment-only capital projects from initial purchasing through project closeout.

• Track project schedules, budgets, procurement activities, and supporting documentation.

• Communicate project progress, updates, and outstanding action items to stakeholders.

• Coordinate with Project Management, Procurement, Finance, Operations, and suppliers to support successful project execution.

• Identify potential project risks, delays, or issues and proactively coordinate resolution.

• Ensure assigned projects remain organized, properly documented, and aligned with established timelines and requirements.

Required Qualifications

Education

- High school diploma or GED equivalent.

Professional Experience

- Minimum of 2 years of experience in one or more of the following areas:

• Project coordination or project administration

• Procurement or purchasing support

• Finance or financial administration

• Construction administration

• Facilities management

• Related administrative or project support functions

Technical Skills

• Proficiency in Microsoft Excel, Outlook, Word, and SharePoint.

• Experience maintaining spreadsheets, tracking financial information, and preparing reports.

• Ability to accurately manage project records, financial data, and supporting documentation.

• Strong computer skills and ability to navigate multiple business systems.