Coordinator, Administrative Services

Nesco Resource•Marlborough, MA

About The Position

The Project Administrator / Project Coordinator provides administrative, financial, procurement, and project coordination support throughout the project lifecycle. The role maintains project records, tracks budgets and expenditures, supports procurement, coordinates project documentation, and helps ensure accurate reporting across project management and financial systems. The position also independently coordinates equipment-only capital projects, including procurement, scheduling, budget tracking, stakeholder communication, and project closeout.

Requirements

High school diploma or GED equivalent.
At least 2 years of experience in one or more of the following: project coordination or administration, procurement or purchasing support, finance or financial administration, construction administration, facilities management, or related administrative or project support functions.
Proficiency in Microsoft Excel, Outlook, Word, and SharePoint.
Experience maintaining spreadsheets, tracking financial information, and preparing reports.
Ability to accurately manage project records, financial data, and supporting documentation.
Strong computer skills and ability to navigate multiple business systems.

Responsibilities

Create, update, and maintain project records in project management and financial systems.
Support project setup, including funding requests and authorization documentation.
Maintain project forecasts, expenditure reports, and spending status trackers.
Assist project teams with monthly forecasting, budgeting, and financial updates.
Coordinate and maintain project documentation throughout the project lifecycle.
Support project closeout, including documentation, financial reconciliation support, and records retention.
Keep project information accurate, organized, and accessible to relevant stakeholders.
Track project expenditures and maintain financial forecasting spreadsheets.
Download, compile, review, and distribute project spending reports.
Update financial reports using current expenditure data and forecast information.
Process cost transfers and other project-related financial transactions.
Monitor project funding approvals, expenditures, and budget status; identify discrepancies and coordinate resolution of financial reporting issues.
Create, submit, and track purchase requisitions; coordinate Service Entry Sheets (SES) and Goods Receipts (GR).
Assist with invoice processing, supplier payment inquiries, and purchasing documentation.
Partner with Procurement and Finance teams to resolve purchasing and payment issues.
Follow up with buyers on purchase orders, requisitions, and procurement status; monitor approval workflows and help expedite approvals when needed.
Maintain accurate procurement records and follow up on outstanding items.
Maintain project data and documentation in SAP, EcoSys, SharePoint, and other project management systems.
Create, organize, and maintain project SharePoint sites, folders, and documentation repositories.
Generate project status reports, financial reports, and administrative tracking documents.
Ensure data consistency and accuracy across project controls, procurement, and financial systems.
Support project teams with reporting, document management, and system-related administrative tasks.
Independently coordinate equipment-only capital projects from initial purchasing through project closeout.
Track project schedules, budgets, procurement activities, and supporting documentation for assigned projects.
Communicate project progress, updates, and outstanding action items to stakeholders.
Coordinate with Project Management, Procurement, Finance, Operations, and suppliers to support project execution.
Identify potential project risks, delays, or issues and proactively coordinate resolution.
Keep assigned projects organized, properly documented, and aligned with established timelines and requirements.