Project Administrator

AHEAD

73d • $70,000 - $90,000

About The Position

This role provides strategic and operational administrative support to the AHEAD Delivery Technical Oversight and PMO teams. It requires sound judgment, strong organizational skills, and the ability to work independently while coordinating across multiple stakeholders to ensure smooth communication, efficient operations, and successful project delivery.

Requirements

• 5+ years of technology project coordinator and/or administrative experience.
• External Client-facing experience and Client service preferred.
• Demonstrates strong organizational, communication, and technology skills, with a consistent focus on accuracy and attention to detail.
• Strong ability to manage multiple tasks, prioritize workloads, and maintain organized records.
• Effectively manages multiple tasks and priorities, maintaining structured records and meeting deadlines in a dynamic environment.
• Attention to detail is vital for accuracy in financial records, documentation, and task tracking.
• Acts with urgency and accountability to meet commitments and deliver results within established timeframes.
• Exercises independent judgment in prioritizing tasks and managing time to support multiple projects and stakeholders efficiently.
• Expertise in Microsoft Office Suite and other common office software, databases, and virtual communication tools is crucial.
• Experience with Salesforce strongly preferred (Sales, PSA); Fieldglass, a plus.
• Prior experience in the roles of project management (including financial/budget management), sales and/or consulting preferred.

Responsibilities

• Serve as a primary liaison between AHEAD Sales, Delivery, and other internal stakeholders, exercising discretion and sound judgment to maintain clear, consistent, and effective communication.
• Provide comprehensive administrative support to the Delivery Technical Oversight and PMO teams, independently managing priorities, resolving issues, and facilitating efficient coordination across functions.
• Evaluate and prioritize incoming requests, to balance competing demands across priorities.
• Manage scheduling and coordination of meetings, reviews, and deliverables, anticipating potential conflicts and making informed adjustments as needed.
• Draft and refine internal communications, correspondence, and meeting documentation, ensuring clarity, accuracy, and appropriate tone for varied audiences.
• Identify and resolve administrative or operational issues independently, escalating only when necessary to maintain efficiency and alignment.
• Recognize opportunities to streamline workflows or improve communication processes, taking initiative to recommend and implement enhancements.
• Support leadership with operational decisions by providing relevant data, context, and recommendations drawn from cross-functional insights.
• Exercise judgment in managing information flow, ensuring that the right stakeholders receive timely and accurate updates.
• Develop and maintain proficiency in Salesforce PSA and related financial tracking tools to support project and portfolio oversight.
• Collaborate with Project Managers and Service Delivery Managers to monitor project budgets, track expenditures, and ensure adequate resource allocation for successful delivery.
• Generate and analyze burn reports across assigned project portfolios, identifying trends or variances and proactively flagging issues for resolution.
• Maintain and update the Sales tracker to reflect the latest SOW and project status, applying attention to detail and sound judgment in managing data accuracy.
• Provide timely updates and progress reports on SOW status to internal stakeholders and client contacts, facilitating clear communication and accountability throughout the contract lifecycle.
• Oversee end-to-end onboarding and offboarding of resources within client environments, ensuring compliance with client and internal standards.
• Manage client contractor account setup and maintenance in Fieldglass, exercising sound judgment to ensure accuracy, timeliness, and alignment with contract terms.
• Coordinate the technology requisition and provisioning process, including client hardware, system access, and related approvals.
• Serve as the primary liaison with client stakeholders to obtain necessary access permissions and approvals, using discretion to address delays or exceptions.
• Track and report onboarding progress, asset assignments, and access status to ensure timely completion and operational readiness.
• Proactively monitor Fieldglass assignment dates, identify upcoming expirations, and take independent action to extend or transition resources as appropriate.

Benefits

• Medical, Dental, and Vision Insurance
• 401(k)
• Paid company holidays
• Paid time off
• Paid parental and caregiver leave
• Plus more! See benefits https://www.aheadbenefits.com/ for additional details.

What This Job Offers