Administrative / Project Assistant

ITAC

United States

On-site

USD 50,000 - 90,000

Full time

9 days ago

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Benefits offered by this job

Health Insurance

401k & ESOP

Life Insurance

Short & Long-Term Disability

Paid Time Off

Paid Holidays

Employee Assistance Program

Professional Development

Wellness Program

Safety Incentive Program

24/7 Chaplain Care

Job summary

ITAC is seeking a Project Administrator to support a portfolio of capital projects in a manufacturing environment. You will provide administrative and coordination support to project managers, ensure documentation, reporting, communications, and tracking throughout the project lifecycle.

The role requires strong organizational skills, the ability to manage multiple priorities, and experience in industrial settings.

Qualifications

Bachelor’s degree in Business Administration, Project Management, Communications, or related field.
3 years of project administration experience or 5 years of project support without a degree.
Experience in manufacturing, engineering, construction, or industrial environments.
Proficiency with Microsoft Office applications (Excel, Word, PowerPoint, Outlook, Teams).

Responsibilities

Provide administrative support to project managers and teams across all phases.
Maintain project documentation, records, files and reports per standards.
Coordinate meetings, agendas, minutes and action item tracking.
Assist with scheduling, milestones and status reporting.
Support project controls by collecting and organizing data.
Coordinate communication among stakeholders, vendors and internal departments.
Monitor submittals, RFIs, change requests and approvals.
Assist with procurement activities and contract documentation.
Prepare recurring project reports, presentations and dashboards for leadership.
Ensure records accuracy and completeness throughout the project.
Support budget tracking and expense documentation.
Identify process improvements to boost efficiency.

Skills

Strong organizational skills

Multitasking

Microsoft Office Proficiency

Excellent written and verbal comms

Cross-functional teamwork

Education

Bachelor’s degree in Business Admin / PM / Communications

5+ years project support in manufacturing/industrial

Tools

Procore

Job description

ITAC serves Process & Industrial clients with integrated engineering and construction services for complex capital projects. We also offer specialty services including power systems services and products, custom machine fabrication, and fall protection services and equipment. Founded in 1988 on a dream and a $5K loan, ITAC is a true success story. From humble beginnings to an ENR-Ranked Top Design Firm with a nationwide footprint and over 450 employees operating from 6 offices in Virginia, North Carolina, and South Carolina, we provide Fortune 500 companies with innovative design-build solutions. We specialize in power generation & utilities, chemicals, food & beverage, forest products, advanced manufacturing, and minerals & metals.

ITAC’s purpose is to make life better. For our employees, this means providing them with the resources and flexibility they need to have both a rewarding career and a fulfilling family life. ITAC is 100% employee-owned. Through our Employee Stock Ownership Plan (ESOP) and Direct Stock Ownership, every team member has the unique opportunity to be an owner who shares in the company’s growth and earnings. We offer our team a comprehensive benefits package and numerous employee incentives. Rooted in love, we serve and care for our employees like family.

We hire passionate and motivated people with an innovative mindset and the desire to grow. If the thought of challenging, fast-paced projects excites you, then you’ve come to the right place. At ITAC, you’ll be part of a collaborative team that works hard to make life better. For more information, visit itac.us.com.

While day-to-day responsibilities will be managed on-site with the client, ITAC provides ongoing support, resources, and benefits as your employer. This position is full time contract work anticipated to last 6 months with potential to direct hire with the client. The position will also require the employee work onsite at the client’s West Haven, CT, and/or Piscataway, NJ location.

Overview:

We are seeking a Project Administrator to support a Client’s portfolio of capital projects within an active manufacturing environment. This role will be responsible for providing administrative and coordination support to project managers and project teams, ensuring project documentation, reporting, communications, and tracking activities are organized and maintained throughout the project lifecycle. The ideal candidate will be highly organized, detail-oriented, and experienced supporting projects within an industrial manufacturing, engineering, or construction environment.

Responsibilities:

Provide administrative support to project managers and project teams throughout all phases of project execution.
Maintain project documentation, records, files, correspondence, and reports in accordance with company standards.
Coordinate project meetings, prepare agendas, document meeting minutes, and track action items to completion.
Assist with project scheduling activities, milestone tracking, and status reporting.
Support project controls processes by collecting, organizing, and maintaining project data.
Coordinate communication between project stakeholders, contractors, vendors, and internal departments.
Monitor project documentation workflows, including submittals, RFIs, change requests, and approvals.
Assist with procurement activities, purchase orders, vendor onboarding, and contract documentation.
Prepare recurring project reports, presentations, and dashboards for leadership and project teams.
Ensure project records are accurate, complete, and maintained throughout the duration of the project.
Support budget tracking activities and assist with invoice processing and expense documentation.
Identify administrative process improvements that enhance project efficiency and execution.

Requirements

Bachelor’s degree in Business Administration, Project Management, Communications, or a related field along with 3 years of relevant project administration experience, OR at least 5 years of relevant project support experience without a degree.
Relevant experience supporting projects within a manufacturing, engineering, construction, or industrial environment.
Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
Experience maintaining project documentation and supporting project reporting requirements.
Proficient in Microsoft Office Applications; Excel, Word, PowerPoint, Outlook, Teams, etc.
Ability to work effectively with cross-functional teams in a fast-paced environment.
Excellent verbal and written communication skills.
Strong attention to detail and commitment to data accuracy.

Preferred Skills

Experience supporting large-scale capital projects, manufacturing projects, or industrial facility improvements.
Familiarity with project management methodologies and project lifecycle processes.
Experience with project management and document control systems such as Procore.
Knowledge of procurement, vendor management, and contract administration processes.
Experience preparing executive-level reports, presentations, and project dashboards.
Strong customer service mindset and ability to build positive working relationships across project teams.

Benefits

From internships to seasoned professionals, our growing company provides career opportunities for all levels of experience. We offer our team a comprehensive benefits package and numerous employee incentives. For life’s challenges, we also provide our employees and their immediate families with certified chaplains for around-the-clock encouragement and support. Rooted in love, we serve and care for our employees like family. ITAC provides benefits such as