Project Management Administrator

Heniff Transportation Systems • Oak Brook, IL

2d • Onsite

About The Position

Project Management Administrator provides administrative, operational, and project coordination support to ensure the successful execution of projects across the organization. This role serves as a key liaison between project teams, vendors, customers, and internal stakeholders, helping to maintain schedules, track deliverables, manage documentation, and support project reporting.

Requirements

• High School diploma or GED required; associate degree in Business Administration or a related field preferred.
• Minimum of 2 years of administrative, clerical or general office experience preferred.
• Proficiency with Microsoft Office application, including Word, Excel, Outlook, Teams, and PowerPoint.
• Equivalent combination of education, training, and relevant experience may be considered.
• Strong organizational and time management skills.
• Ability to work effectively in a fast-paced environment while maintaining accuracy and attention to detail.
• Demonstrated ability to communicate effectively, both verbally and in writing.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, Outlook, and Teams.
• Demonstrated ability to manage multiple projects, priorities, and deadlines concurrently.
• Ability to work independently while maintaining close coordination with project leadership.
• Professional demeanor with strong interpersonal and relationship-building skills.
• Ability to read, write and speak English proficiently.

Nice To Haves

• 2-5 years of administrative, project coordination, or project management support experience.
• Experience supporting large-scale operational, construction, transportation, logistics, industrial, or engineering projects preferred.

Responsibilities

• Assists planning, coordinating, and tracking project activities.
• Maintain project schedules, timelines, and milestone trackers.
• Monitor project progress and follow up with team members regarding outstanding tasks and deliverables.
• Coordinate project meetings, prepare agendas, and record meeting minutes.
• Track action items and ensure timely completion.
• Manage calendars, schedule meetings, and coordinate travel arrangements as needed.
• Prepare correspondence, presentations, reports, and other project-related documents.
• Organize and maintain project files, records, contracts, and documentation.
• Process invoices, purchase orders, and project-related expenses.
• Serve as a point of contact for internal departments, vendors, contractors, and customers.
• Facilitate communication between project stakeholders to ensure alignment and timely information sharing.
• Assist in preparing project status reports and executive summaries.
• Maintain project databases, logs, and reporting tools.
• Compile and distribute project progress reports, dashboards, and KPI summaries.
• Ensure project documentation is accurate, complete, and compliant with company standards.
• Support contract administration and document control processes.
• Assist with project budgeting and cost tracking.
• Monitor procurement activities and delivery schedules.
• Support risk management activities by tracking issues, risks, and mitigation plans.
• Help identify process improvements that enhance project execution and efficiency.

Benefits

• We are proud to be an equal opportunity employer, hiring and developing individuals from diverse backgrounds and experiences to add to our collaborative culture.
• Heniff treats all candidates and employees with respect and does not discriminate in our recruiting, hiring, and promoting processes and general treatment during employment, including on the basis of actual or perceived race, creed, color, religion, sex, age, sexual orientation, gender identity and/or expression, alienage or national origin, ancestry, citizenship status, marital status, veteran status, or disability.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED