Projects Administrator

SPACEWORX•Laurel, MD

1d•Onsite

About The Position

Spaceworx is seeking a detail-oriented and proactive Projects Administrator to join our team. The Projects Administrator will play a key role in supporting the planning, coordination, and execution of projects to ensure they are completed on time, within budget, and to the required quality standards. This position involves working closely with sales, production manager, internal teams, and external stakeholders to facilitate effective communication, documentation, and resource allocation. The ideal candidate will have strong organizational skills, excellent communication abilities, and the capacity to manage multiple tasks simultaneously in a fast-paced environment. The role is on-site at our headquarters in Laurel, MD.

Requirements

Proven experience as a Projects Administrator, Project Coordinator, or similar role in project management.
Strong organizational and time management skills, with the ability to prioritize tasks effectively.
Excellent written and verbal communication skills.
Proficiency in project management software and tools; familiarity with Odoo ERP is an advantage.
Ability to prepare and maintain project documentation, reports, and schedules.
Experience coordinating with cross-functional teams and external vendors or clients.
Attention to detail and problem-solving skills.
Capability to work under pressure and meet tight deadlines.
Professional attitude, proactive approach, and commitment to confidentiality.

Nice To Haves

Bachelor's degree in Business Administration, Project Management, or a related field is preferred.

Responsibilities

Conduct research to source furniture installation teams in new territories.
Manage the administrative "packet" for new subcontractors (Contracts, W-9s, and high-limit Insurance Certificates).
Act as the central office contact for field installers who need digital copies of assembly manuals or shipping manifests.
Monitor production timelines to trigger shipping requests at the exact right moment.
Manage BOLs (Bills of Lading) and track high-value shipments from our dock to the client's door.
Synchronize the "Project Trifecta": The Client’s availability, the Building’s dock access, and the Installer’s schedule.
Draft and submit purchase requisitions for all field-related expenses to the Finance Dept.
Ensure every project has a complete digital "closing file" including site photos, signed completion certificates, and final invoices.
Document client feedback and quality issues in the CRM to help the Production Manager improve future builds.