Project Administrator

Konica Minolta Business Solutions, U.S.A., Inc. • South Burlington, VT

19d

About The Position

The Project Administrator coordinates resources, schedules, communications, workflow activities, and service delivery operations across project-based and reactive service engagements. Serving as a central coordination point for clients, engineers, project managers, strategic account managers, vendors, and internal operational teams, the role helps ensure customer engagements are delivered efficiently and on time.

The position supports Professional Services project and service delivery by coordinating schedules, resources, communications, workflow activities, procurement dependencies, billing readiness, and administrative closeout. It maintains accurate information, facilitates timely follow-up, and helps keep engagements progressing toward successful completion.

Requirements

• Two or more years of experience in project coordination, service delivery coordination, operations support, or a customer-facing administrative role.
• Demonstrated ability to coordinate multiple priorities and stakeholders while maintaining accurate records and timely follow-up.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Excel, Word, and SharePoint.
• Strong written and verbal communication skills.
• Working knowledge of project coordination, resource scheduling, service dispatch, procurement tracking, billing readiness, and engagement closeout.
• Working knowledge of business productivity, communication, collaboration, and document-management applications.
• Familiarity with project management, workflow management, service delivery, time-entry, procurement, and billing systems.
• Excellent interpersonal communication skills; strong organization, time management, prioritization, multitasking, attention to detail, documentation accuracy, and follow-through.
• Sound judgment, analytical thinking, problem-solving, and escalation skills.
• Ability to manage concurrent priorities in a fast-paced environment, identify and escalate risks and dependencies, remain professional when priorities change, and work independently while aligned with project, service, and operational teams.
• Ability to demonstrate initiative, accountability, customer focus, continuous improvement, and effective stakeholder relationship management.

Nice To Haves

• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Experience with Wrike or a comparable project, workflow, or service delivery platform.
• Experience supporting technology projects, managed services, professional services, or another deadline-driven service environment.
• Familiarity with resource scheduling, procurement tracking, time-entry review, and billing readiness processes.

Responsibilities

• Coordinate resource scheduling, service dispatch, and engineer assignments across project-based and reactive service engagements while balancing priorities, customer commitments, and operational requirements.
• Manage project and service coordination activities, including schedules, task tracking, milestone follow-up, status updates, and documentation.
• Communicate proactively with clients, vendors, project teams, and internal stakeholders; provide updates, clarify requirements, resolve administrative issues, and support alignment on priorities and expectations.
• Track procurement activities, vendor dependencies, equipment requirements, licensing needs, and service delivery requirements to minimize delays and support project timelines.
• Maintain accurate and timely project and service records in Wrike and other designated systems, including schedules, resources, next actions, dependencies, documentation, status updates, and closure records.
• Monitor requests for risks, constraints, dependencies, service impacts, and billing readiness issues; coordinate corrective actions and escalate concerns appropriately.
• Support weekly and month-end billing readiness by validating documentation, reviewing time-entry completeness, tracking outstanding requirements, coordinating corrections, and collaborating with Finance and Billing.
• Support engagement closure by ensuring documentation and records are complete, administrative requirements are fulfilled, and closure deliverables are accurately maintained.
• Contribute to continuous improvement initiatives, comply with organizational policies and service delivery standards, and promote a positive customer experience through professionalism, responsiveness, and stakeholder collaboration.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed