Project Administrator

EXP•Maite, GU

40d

About The Position

At EXP, we’re driven to provide innovative solutions for the world’s built and natural environments. As a team of engineers, architects, designers, scientists, creators and a community of professionals, we bring diverse and talented people together to solve the world’s most complex challenges. Here, you join a team that leverages differences, harnesses their entrepreneurial spirit in an employee-owned company, that believes diversity is what gives us strength, seeks sustainable results and shares ambitions for each other, our clients and the communities we are part of and serve. To be a part of EXP means to have your own experience, while staying connected to a global network of professionals, who believe we are a part of something bigger. Together, we are EXP. Are you ready to design your future? Be our next Project Administrator What a day at EXP has in store for you Project coordination: Track timelines, milestones, and deliverables. Documentation management: Maintain project files, contracts, and reports. Meeting support: Schedule, prepare agendas, record minutes, and follow up on action items. Budget monitoring: Assist with expense tracking and ensure compliance with financial guidelines. Stakeholder communication: Act as liaison between management, staff, and external partners. Risk tracking: Identify potential delays or issues and escalate to management. Resource allocation: Coordinate staff assignments, travel, and logistics for project teams. Reporting: Prepare status updates, dashboards, and presentations for leadership. Scheduling: Manage calendars, appointments, and travel arrangements. Correspondence: Draft and manage emails, letters, and official communications. Reception duties: Answer calls, greet visitors, and maintain a professional office atmosphere. File management: Organize records, maintain filing systems, and ensure document accuracy. Office operations: Oversee supplies, equipment maintenance, and vendor coordination. Event support: Assist with planning meetings, workshops, and office events. Data entry & reporting: Use Microsoft Office Suite to prepare reports and presentations. Staff support: Provide administrative assistance to managers and team members.

Requirements

Bachelor’s degree in Business Administration, Management, Project Management, or a related field.
Associate’s degree in a relevant discipline may be acceptable with additional experience.
Minimum of 5 years of progressive administrative or project support experience.
Proven track record in coordinating projects, managing schedules, and maintaining documentation.
Experience working with cross-functional teams and liaising with stakeholders.
Demonstrated ability to use Microsoft Office Suite and project management tools (e.g., MS Project, Trello, Asana).
Strong organizational skills: Ability to manage multiple projects, schedules, and documentation simultaneously.
Communication excellence: Clear verbal and written communication with stakeholders, staff, and external partners.
Attention to detail: Ensuring accuracy in reports, records, and project deliverables.
Time management: Prioritizing tasks and meeting deadlines in fast-paced environments.
Technical proficiency: Skilled in Microsoft Office Suite (Excel, Word, PowerPoint, Access) and project management tools.
Adaptability: Comfortable shifting between administrative duties and project-specific tasks.
Problem-solving mindset: Anticipating challenges and proposing solutions proactively.
Team collaboration: Supporting managers, project leads, and cross-functional teams effectively.

Nice To Haves

Background in government, non-profit, or corporate environments is a plus.

Responsibilities

Project coordination: Track timelines, milestones, and deliverables.
Documentation management: Maintain project files, contracts, and reports.
Meeting support: Schedule, prepare agendas, record minutes, and follow up on action items.
Budget monitoring: Assist with expense tracking and ensure compliance with financial guidelines.
Stakeholder communication: Act as liaison between management, staff, and external partners.
Risk tracking: Identify potential delays or issues and escalate to management.
Resource allocation: Coordinate staff assignments, travel, and logistics for project teams.
Reporting: Prepare status updates, dashboards, and presentations for leadership.
Scheduling: Manage calendars, appointments, and travel arrangements.
Correspondence: Draft and manage emails, letters, and official communications.
Reception duties: Answer calls, greet visitors, and maintain a professional office atmosphere.
File management: Organize records, maintain filing systems, and ensure document accuracy.
Office operations: Oversee supplies, equipment maintenance, and vendor coordination.
Event support: Assist with planning meetings, workshops, and office events.
Data entry & reporting: Use Microsoft Office Suite to prepare reports and presentations.
Staff support: Provide administrative assistance to managers and team members.