Project Administrator

PRO ENERGY SERVICES GROUP LLC•Kahului, HI

1d•Onsite

About The Position

The primary focus of this position is to support project execution by tracking progress, managing tasks, and ensuring that schedules and budgets stay on track. Responsibilities include vendor management, scheduling, budgeting, invoicing, and reporting. This role makes moderate decisions while escalating complex issues. Reporting to a lead or project manager, this office-based role is essential to project success.

Requirements

Strong project coordination skills, including scheduling, tracking milestones, and managing deliverables.
Proficiency in vendor and subcontractor management, ensuring compliance and timely execution.
Knowledge of time validation and labor law requirements.
Strong analytical skills for budget tracking and financial reporting.
Ability to work independently while following established procedures and guidelines.
Strong problem-solving skills, with the ability to escalate complex issues appropriately.
Proficiency in Microsoft Office (Excel, Word, Outlook), and is very comfortable with technology.
Excellent written and verbal communication skills.
A critical eye for detail, ensuring accuracy in work product.
Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
Adaptability to changing project needs and proactive problem-solving.
A minimum of two to five years of administrative or project support experience, preferably in construction, engineering, utilities, or a related industry.
High school diploma required

Nice To Haves

Associates degree or coursework in business administration, construction management, or a related field preferred.
Possession of a valid California driver's license, Class C, with the ability to maintain insurability under the company’s insurance carrier is preferred.

Responsibilities

Coordinates schedules and tasks for project milestones, ensuring timely completion.
Manages vendor and subcontractor relationships, ensuring timely deliverables and compliance.
Reviews timesheets for accuracy per California labor law, CBA’s, contract requirements, and company policies; tracks labor costs.
Prepares reports and project documentation for internal teams and clients.
Handles operational inquiries from internal teams and external stakeholders, escalating issues when necessary.
May support project budgets and contract management by monitoring project expenses, financial tracking, and assisting with accruals, forecasting, and tracking PO funds and expirations.
Assists with invoicing, ensuring all billable items are properly captured and documented.
Ensures accurate collection and validation of project-related data for reporting and compliance.
May perform all duties and responsibilities relevant to positions within the Project Management series below this role.
Performs other duties as assigned.