What are the responsibilities and job description for the Project Administrator position at MJM Architects?
Location: Nashville, TN
Full-Time/ Exempt
Reports to: Client Manager/ VP (Team Leader)
About MJM Architects
MJM Architects is a 100% employee-owned architectural and engineering firm based in Nashville, TN, serving clients nationwide and abroad. For nearly 40 years, MJM has partnered with leading Fortune 500 retailers, developers, and service providers to design purposeful, meaningful, and engaging spaces across the United States.
As an ESOP organization, MJM’s success is built on collaboration, trust, and shared stewardship. Our people don’t just work at MJM—they own it.
About the Role
We are seeking a highly organized and proactive Project Administrator to play a critical role supporting our client teams in planning, coordinating, and delivering successful architectural and engineering projects. This role is responsible for managing administrative workflows across the project lifecycle, including budgeting, billing, project setup, scheduling, and financial tracking.
The ideal candidate is detail-oriented, resourceful, and thrives in a fast-paced environment with multiple priorities. This position offers the opportunity to gain hands-on experience in project coordination and operations within a non-client facing role in the architecture, engineering, and construction (AEC) industry with opportunities for internal growth and advancement.
Key Responsibilities
Create | Project Setup & Documentation
- Create and maintain project records in internal systems (ERP, CRM, scheduling).
- Support contract administration: assist in drafting scopes, budgets, and schedules for proposals and additional service requests.
Budget | Billing & Financial Support
- Create and update project budgets and forecasts with input from Project Managers.
- Monitor and track project budget vs. actual performance and proactively flag deviations.
- Assist and coordinate with accounting on billing, invoice and expense processing, and time-entry compliance. Perform light bookkeeping and project accounting.
Plan | Scheduling & Workflow Support
- Maintain and update project schedules in collaboration with production teams.
- Track project timelines, key deliverables and milestones to ensure deadlines are met
- Assist with resource allocation across the team and with cross-team collaboration.
Track | Reporting & Controls
- Prepare project status reports for PMs, Client Managers, or VPs.
- Support bi-weekly project reviews and help maintain compliance with internal project delivery standards.
- Communicate with internal teams and external partners to gather information and provide project updates.
Support | Administrative & Team Organization
- Organize internal meetings, take and distribute notes, track action items.
- Support onboarding of new team members within client groups as needed.
- Contribute to continuous improvement initiatives around project delivery.
- Identify and resolve administrative issues that may impact project progress.
Qualifications
- Bachelor’s degree in architecture, engineering, construction management, business administration, or a related field. Equivalent experience is also accepted.
- 1–3 years of experience in a project support, operations support, or administrative role, preferably in the AEC industry.
- Excellent written and verbal communication skills.
- Strong computer skills, including Microsoft Word, Excel, and Outlook.
- Experience with project management or ERP software (e.g., Deltek VantagePoint, Newforma, Mosaic, or similar) is a plus.
- Basic understanding of project budgets, schedules, and contract documents.
- Comfortable managing multiple tasks and shifting priorities in a fast-paced environment.
- Exceptional organizational skills and attention to detail with a strong sense of accountability.
- Experience with proposal or RFP writing is a plus.