Administrative Project Manager

Job Title: Administrative Project Manager (APM)

Company: VM West, LLC.

Location: In Office/Hybrid

Employment Type: Full-Time

Reports To: Regional Manager

Job Overview

The Administrative Project Manager (APM) is responsible for supporting regional operations through coordination of administrative workflows, employee logistics, and project documentation. This role works directly with the Regional Manager and in close partnership with the Operations Coordinator to ensure efficient execution of all field operations.

The APM serves as the administrative backbone of the region—ensuring crews are properly mobilized, projects are accurately documented, and operational data is captured and communicated effectively.

Key Responsibilities:

Regional Operational Support

· Provide day-to-day administrative support to the Regional Manager

· Maintain visibility of all active projects, crew assignments, and timelines

· Assist with planning and coordination of project startup, execution, and closeout

· Organize and present operational data to support decision-making

· Track accruals for month end/quarter end & collaborate with finance team

· Travel as deemed necessary by Regional Manager

Employee Movement & Travel Coordination

· Manage all employee travel logistics including flights, hotels, Airbnb’s, and rental vehicles

· Coordinate crew mobilization and demobilization across job sites

· Track employee rotations, schedules, and lodging assignments

· Ensure travel is aligned with project schedules and managed cost-effectively

Field Data Collection & Reporting

· Collect and verify production data from field crews and supervisors

· Track key metrics such as production, job progress, and resource utilization

· Compile and distribute regular reports to the Regional Manager

· Follow up on missing or inconsistent data to ensure accuracy

Invoicing & Project Documentation

· Support invoicing by compiling job documentation, quantities, and supporting data

· Track project progress against billing milestones

· Coordinate with accounting and operations teams to ensure timely and accurate invoicing

· Maintain organized and audit-ready project files

A&E Invoicing/Job Specific Needs

· Pull data from ArcGIS for invoicing in the Rocky Mountain, Desert Southwest and Upper Great Plains divisions.

· Upload photos and re-label them in One Drive for invoicing purposes.

· Flag any missing data/photos and let Operations Coordinator or job site supervisor know that corrections/additions are needed.

· Order and arrange delivery of fuel, job site restrooms and other required site services, coordinate removal of these services at project completion.

· Collaborate with Operations Coordinator for final invoicing to go out.

· Work within mapping systems for project managers/regional manager to track lines and project progress.

Cross-Functional Coordination

· Work closely with the Operations Coordinator to align field execution with administrative processes

· Communicate regularly with supervisors, foremen, and field personnel

· Partner with HR, Safety, Fleet, and Accounting as needed to support operations

· Ensure compliance with company policies and procedures

Systems & Process Management

· Utilize company systems (e.g., Paycom, Egencia, Monday.com, Assignar) to manage workflows

· Maintain accurate and up-to-date records across all systems

· Identify and implement process improvements to increase efficiency and consistency

· Support rollout and adherence to regional and company-wide SOPs

Qualifications

Required

· 3 years of administrative, project coordination, or operations support experience

· Strong organizational skills with the ability to manage multiple priorities

· High attention to detail and accuracy

· Proficiency in Microsoft Office (Excel, Outlook, Teams)

· Ability to work in a fast-paced, dynamic environment

Preferred

· Experience in vegetation management, forestry, construction, or field-based operations

· Familiarity with travel coordination platforms (e.g., Egencia)

· Experience with HRIS (Paycom) and/or project tracking tools (Monday.com)

· Understanding of invoicing, job costing, or production tracking

Salary : $60,000 - $80,000