Administrative Project Manager

VM West LLC•Delta, CO

1d•$60,000 - $80,000•Hybrid

About The Position

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 are captured and communicated effectively.

Requirements

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

Nice To Haves

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

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