Administrative Assistant

Position: Administrative Assistant

Location: Cedar Rapids

7 Month Contract-to-Hire

Rate: $23-26/HR

Required Skills & Experience

• Strong working knowledge of Microsoft Office applications, with advanced ability in Microsoft Excel
• Comfortable performing basic mathematical calculations such as percentages, ratios, and adjustments
• Clear and professional verbal and written communication skills
• Ability to collaborate effectively with team members, clients, and external partners
• Proven ability to manage multiple tasks simultaneously while maintaining accuracy and attention to detail
• Experience supporting invoicing, billing, reporting, or financial tracking processes
• Strong organizational and time‑management skills with a consistent ability to meet deadlines

Job Description

The Project Support Coordinator provides administrative and operational support to project leadership with a strong focus on financial tracking, billing, and reporting. This role is a step above a traditional administrative position, requiring someone who can take ownership of project-related financials, documentation, and workflow coordination.

This individual will work closely with the Project Manager to keep projects organized, on schedule, and financially aligned, while also supporting an administrative team. The role requires a proactive mindset, strong attention to detail, and the ability to balance multiple priorities in a fast-paced environment.

This is an ideal opportunity for either a highly experienced administrative professional looking to step into more financial/project-based responsibilities, or someone with prior project coordinator experience.

Core Responsibilities

• Support the Project Manager in planning and organizing project schedules, timelines, and deliverables
• Monitor and manage work orders from initial setup through invoicing and completion
• Take ownership of invoicing, billing support, and financial tracking across projects
• Assist with reporting, including pulling data, tracking budgets, and supporting financial visibility for projects
• Convert marked-up or revised maps into finalized formats suitable for billing
• Update and maintain inventory management systems and records
• Serve as a point of contact for internal staff, customers, vendors, and subcontractors, delivering professional and responsive service
• Investigate and resolve issues related to job tracking, inventory discrepancies, or billing inconsistencies
• Coordinate documentation, compliance requirements, and working relationships between the client and subcontracting partners
• Prepare, submit, and track change orders and related project documentation
• Manage project-related communication, including internal updates and external correspondence
• Organize, file, and maintain both digital and physical project records
• Assist with additional administrative or project-related tasks as needed