What are the responsibilities and job description for the Project Administrator position at QISG?
General Description
The Project Administrator will assist the department with all functions of daily operations, including scheduling meetings, managing schedules, preparing reports, and processing expense reports.
Duties
Required Experience and Education
Skills
Travel Requirements
The Project Administrator will assist the department with all functions of daily operations, including scheduling meetings, managing schedules, preparing reports, and processing expense reports.
Duties
- Provides Operations management with administrative support
- Reviews and approves expenses reports
- Processes invoices for payment
- Coordinates with various departments and assists with the drafting of presentations, ensuring materials are completed, organized, and reviewed
- Coordinates meetings for Operations, documents meeting minutes, and tracks actions items
- Coordinates travel for project teams
- Assists with project submittals and requests for information for various projects
- Downloads, issues, and schedules work packages
- Audits project documents for accuracy and program efficiency
- Drafts reports, memos, letters, and other documents using relevant computer applications (MS Office, Visio, etc.)
- Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution
- Performs general office duties such as ordering supplies and maintaining records management database systems
- Creates, organizes, updates, and maintains electronic and printed files of project documents utilizing various systems, including Procore, Microsoft Word, Excel, Project, and SharePoint
- Opens, sorts, and distributes incoming correspondence, including faxes and email
- Adheres to internal standards, policies, and procedures
- Performs special projects and completes other duties as assigned or requested
Required Experience and Education
- 3 years’ experience in an administrative support role
- High school diploma, or equivalent
- Strong listening skills with the ability to capture and summarize key points during meetings.
- Proficient in Microsoft Office
- Strong data entry skills.
- Ability to work onsite and travel locally as needed to support the project
Skills
- Self-starter who can work independently while supporting the needs of the team
- Excellent communication skills (both written and verbal)
- Customer service and effective time management skills
- Ability to communicate effectively to all levels of the organization
Travel Requirements
- Travel: Yes
- Percent of Time: Up to 50%
