Project Management Administrator

Heniff Transportation Systems•Oak Brook, IL

1d•$25 - $30•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
Proficiency with Microsoft Office application, including Word, Excel, Outlook, Teams, and PowerPoint.
Ability to read, write and speak English proficiently.
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.
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.

Nice To Haves

associate degree in Business Administration or a related field preferred.
Minimum of 2 years of administrative, clerical or general office experience preferred.
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.