The Project Administrator provides essential administrative and logistical support to the project management team. This role ensures that projects run smoothly by maintaining accurate documentation, coordinating schedules, and tracking financial data. The Project Administrator acts as a central hub of information, facilitating communication between the project team, vendors, and clients to ensure all compliance and reporting requirements are met on time.

The Project Administrator will perform a variety of custodial duties for Vaakawi. Such responsibilities shall be in accordance with established standards, instructions, and procedures of Vaakawi.

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Core Responsibilities

• Document Control: Manage and organize all project documentation, including contracts, change orders, blueprints, and permits; ensure files are digitalized and accessible to the team.
• Financial Tracking: Assist with budget monitoring by processing invoices, tracking expenses, purchase orders, and preparing billing requisitions for approval.
• Meeting Coordination: Schedule project meetings, prepare agendas, take detailed minutes, and distribute action items to team members.
• Resource Scheduling: Coordinate the deployment of staff, equipment, or subcontractors to specific job sites based on the project timeline.
• Compliance & Reporting: Ensure all team members have necessary certifications (e.g., safety badges, insurance); compile weekly or monthly progress reports for stakeholders.
• Vendor Liaison: Serve as the primary point of contact for subcontractors and suppliers regarding billing inquiries or schedule confirmations.

Key Skills & Qualifications

• Organizational Mastery: Ability to manage multiple workstreams and thousands of documents without losing track of details.
• Software Proficiency: Advanced skills in Microsoft Excel/Office; familiarity with project management software (e.g., Procore, Microsoft Project, Jira, or Primavera).
• Financial Literacy: Basic understanding of accounting principles, invoicing, and budget tracking.
• Communication: Excellent written and verbal skills for drafting reports and communicating with diverse stakeholders.