Project Support Administrator

Job Overview

Key Responsibilities:

• Manage the front desk by answering and routing calls, greeting and escorting visitors, receiving deliveries, and maintaining a professional and welcoming office environment.
• Monitor incoming mail, email, and correspondence. Sort, distribute, scan, file, and retrieve documents and records as needed.
• Provide daily administrative support to project managers, including calendar management, meeting coordination, meeting minutes, travel arrangements, document preparation, and follow-up on routine action items.
• Support project setup and ongoing administration by organizing files, maintaining records, tracking required documentation, and helping teams complete deliverables on schedule.
• Assist with invoicing by gathering supporting documentation, reviewing time and expense information, maintaining billing records, preparing draft invoice materials, and routing invoices for review and approval.
• Use Microsoft Excel to maintain trackers, project lists, billing logs, schedules, and administrative reports. Complete accurate data entry, basic formulas, formatting, sorting, and filtering.
• Use Adobe Acrobat to create, combine, organize, edit, convert, and review PDF files, including invoice backup and project documentation.
• Prepare and format correspondence, reports, memos, letters, presentations, and other business documents using Microsoft Office applications.
• Maintain office supplies, coordinate with vendors, support shipping and receiving, and assist with office equipment and general operations.
• Maintain business licenses, vehicle maintenance schedules, and other assigned office or project records.
• Assist the Office Manager and project teams with special assignments, routine inquiries, website questions, and changing business priorities.
• Protect confidential employee, client, project, and financial information.

Basic Qualifications

• High school diploma or equivalent. Additional coursework in administration, accounting, or business is preferred.
• Previous experience in an administrative, front desk, clerical, project support, or invoicing role within a professional office environment.
• Working knowledge of invoicing or billing processes, including supporting documentation, accuracy checks, approval routing, and recordkeeping.
• Proficiency in Microsoft Office, including strong working knowledge of Excel and Word. Experience with Outlook and PowerPoint is preferred.
• Experience using Adobe Acrobat to edit, combine, organize, and manage PDF files.
• Strong organizational, proofreading, and time-management skills with close attention to detail and accuracy.
• Professional written, verbal, and interpersonal communication skills.
• Ability to prioritize multiple requests, meet deadlines, work independently, and collaborate with project managers and office staff.
• Ability to learn new programs and company systems quickly and adapt to changing priorities.
• Ability to operate standard office and shipping equipment, including copiers, scanners, postage equipment, UPS, FedEx, and U.S. Postal Service tools.

Preferred Qualifications

• Experience supporting project managers in environmental, engineering, construction, professional services, or another project-based organization.
• Experience with project billing, invoice backup, time and expense review, purchase documentation, or accounts receivable support.
• Intermediate Excel skills, including sorting, filtering, formulas, tables, and maintaining accurate trackers.
• Experience with electronic document control, shared drives, records management, or project management systems.

Core Competencies

Employment Type

Remote Work Eligible