Project Administrator Job Description Template
Use this Project Administrator job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Job Brief
We are looking for a Project Administrator to coordinate project activities, including simple tasks and larger plans. You will manage schedules, arrange assignments and communicate progress to all team members.
Project Administrator responsibilities include preparing action plans, analyzing risks and opportunities and gathering necessary resources. For this role, you will work with a team of Project Managers and Project Coordinators, so good communication and collaboration skills are essential.
Ultimately, you will ensure our projects meet quality standards and are completed on time and within budget.
Responsibilities
- Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
- Break projects into doable tasks and set timeframes and goals
- Create and update workflows
- Conduct risk analyses
- Prepare and provide documentation to internal teams and key stakeholders
- Order resources, like equipment and software
- Retrieve necessary information (e.g. user/client requirements and relevant case studies)
- Track expenses and predict future costs
- Monitor project progress and address potential issues
- Coordinate quality controls to ensure deliverables meet requirements
- Measure and report on project performance
- Act as the point of contact for all participants
Requirements
- Work experience as a Project Administrator, Project Coordinator or similar role
- Hands-on experience with flowcharts, technical documentation and schedules
- Knowledge of project management software (e.g. Trello or Microsoft Project)
- Solid organization and time-management skills
- Team spirit
- BSc in Business Administration or related field
- PMP / PRINCE2 certification is a plus
What does Project Administrator do?
A Project Administrator is responsible for supporting and coordinating various tasks within a project. On a day-to-day basis, their duties may include:
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Planning and organizing project activities: This involves creating project plans, defining timelines, and allocating resources to ensure that projects are executed effectively and efficiently.
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Coordinating project teams: The Project Administrator may facilitate communication between project team members, organize meetings, and ensure that everyone is aware of their tasks and deadlines.
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Tracking project progress: They monitor and update project documents, track key performance indicators, and report on project status to stakeholders. This includes creating and maintaining project schedules, risk registers, and issue logs.
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Managing project documentation: Project Administrators maintain project documentation, including meeting minutes, action items, and project files. This ensures that information is properly documented and easily accessible to all project team members.
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Assisting with budget management: They may help track project expenses, process invoices and purchase orders, and maintain financial records to ensure that the project stays within budget.
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Supporting project communication: The Project Administrator helps with communication between project stakeholders, including scheduling and coordinating meetings, preparing presentation materials, and documenting decisions and outcomes.
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Assisting with procurement and vendor management: They may help with sourcing and evaluating vendors, obtaining quotes, negotiating contracts, and tracking vendor deliverables.
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Managing project risks and issues: The Project Administrator helps identify and assess project risks, maintains a risk register, and assists in developing mitigation strategies. They also facilitate the resolution of project issues by coordinating and escalating them as necessary.
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Providing administrative support: They perform various administrative tasks such as organizing travel arrangements, booking meeting rooms, preparing meeting materials, and managing project calendars.
Overall, the Project Administrator plays a crucial support role in project management, ensuring that projects run smoothly and efficiently.