Corporate Projects Admin Manager

Apache Industrial Holdings; Houston (TX); On-site; USD 90,000 - 120,000; Full time

Job summary

Apache Industrial Services is seeking a Corporate Projects Admin Manager to lead the company-wide Project Administration function, standardize processes, and drive efficiency across regions and sites.

This role partners with Operations, Payroll, Billing, Accounting, and HR to ensure staffing, training, and compliant, scalable project support; occasional travel may be required to support multiple sites and projects.

Qualifications

• Proficiency with Microsoft Office, particularly Excel.
• Excellent organizational and planning skills.
• Demonstrates excellent written and oral skills related to proposals and presentations.
• Excellent interpersonal skills and the proven ability to work well with all levels of management and staff.
• Self-motivated with ability to work independently and in a variety of team settings.
• Self-motivated, decisive, with the ability to adapt to change and competing demands.
• Proven ability to work creatively and analytically in a problem-solving environment demonstrating teamwork, innovation, and excellence.

Responsibilities

• Lead and manage the company-wide Project Administration organization, including regional office administration leadership, project administrators, office administrators, and timekeeping personnel.
• Develop, implement, and maintain standardized project administrative procedures, workflows, and controls across all regions and project sites.
• Establish and oversee training programs for all project administrative personnel to ensure consistent execution of company processes, systems, and best practices.
• Monitor staffing levels, workload distribution, and project support requirements across the organization to ensure projects are appropriately resourced.
• Conduct performance management, coaching, and development of regional administrative leaders and project support personnel.
• Partner with Operations, Project Management, Billing, Payroll, Accounting, and HR to ensure alignment and effective execution of project administrative support functions.
• Drive continuous improvement initiatives related to project administration, timekeeping, billing support, job setup, documentation controls, and field-to-office workflows.
• Establish and monitor key performance indicators (KPIs) for the Project Administration function, including timeliness, accuracy, workload capacity, and compliance metrics.
• Oversee administrative support for project lifecycle activities including job setup, document management, timesheet/timekeeping controls, billing support documentation, purchasing documentation, and project closeout coordination.
• Ensure compliance with company policies, client requirements, audit controls, and documentation retention standards across all project administrative activities.
• Support strategic workforce planning, recruiting, and succession planning for the Project Administration organization.
• Prepare and deliver reporting, analysis, and recommendations to leadership regarding project administration performance, staffing, risks, and process improvements.
• Perform other duties as assigned in support of departmental and organizational objectives.

Skills

Microsoft Office

Excel

Organizational skills

Written communication

Interpersonal skills

Independent work

Team leadership

Problem solving

Education

High school diploma or higher

Job description

Corporate Projects Admin Position

Reports To: VP Business Optimization / Director Project Services

Position Summary

The Corporate Project Admin Manager leads the company-wide Project Administration function and is responsible for the performance, standardization, and continuous improvement of all project and regional administrative support operations across the organization. This role manages the regional office administration structure and provides leadership, oversight, and development for all project administrative personnel, including regional office managers, project administrators, office administrators, and timekeeping staff. The Corporate Project Admin Manager ensures all projects are appropriately staffed and supported with qualified administrative resources while maintaining standardized processes, consistent training, workload balancing, and performance accountability across all regions and jobsites. This position partners closely with Operations, Project Management, Payroll, Billing, Accounting, and other shared services functions to ensure project administrative activities are executed efficiently, accurately, and in alignment with company procedures. The role is responsible for driving consistency, scalability, and operational excellence in project support functions throughout the enterprise.

Essential Functions

• Lead and manage the company-wide Project Administration organization, including regional office administration leadership, project administrators, office administrators, and timekeeping personnel.
• Develop, implement, and maintain standardized project administrative procedures, workflows, and controls across all regions and project sites.
• Establish and oversee training programs for all project administrative personnel to ensure consistent execution of company processes, systems, and best practices.
• Monitor staffing levels, workload distribution, and project support requirements across the organization to ensure projects are appropriately resourced.
• Conduct performance management, coaching, and development of regional administrative leaders and project support personnel.
• Partner with Operations, Project Management, Billing, Payroll, Accounting, and HR to ensure alignment and effective execution of project administrative support functions.
• Drive continuous improvement initiatives related to project administration, timekeeping, billing support, job setup, documentation controls, and field-to-office workflows.
• Establish and monitor key performance indicators (KPIs) for the Project Administration function, including timeliness, accuracy, workload capacity, and compliance metrics.
• Oversee administrative support for project lifecycle activities including job setup, document management, timesheet/timekeeping controls, billing support documentation, purchasing documentation, and project closeout coordination.
• Ensure compliance with company policies, client requirements, audit controls, and documentation retention standards across all project administrative activities.
• Support strategic workforce planning, recruiting, and succession planning for the Project Administration organization.
• Prepare and deliver reporting, analysis, and recommendations to leadership regarding project administration performance, staffing, risks, and process improvements.
• Perform other duties as assigned in support of departmental and organizational objectives.

Education & Experience

• High school diploma or higher
• 5+ years of billing, timekeeping, administrative experience
• 2+ years of supervisory/leadership experience

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office, particularly Excel.
• Excellent organizational and planning skills.
• Demonstrates excellent written and oral skills related to proposals and presentations.
• Excellent interpersonal skills and the proven ability to work well with all levels of management and staff.
• Self-motivated with ability to work independently and in a variety of team settings.
• Self-motivated, decisive, with the ability to adapt to change and competing demands.
• Proven ability to work creatively and analytically in a problem-solving environment demonstrating teamwork, innovation, and excellence.
• Builds and maintains relationships by engaging business leaders to establish credibility, solve problems, build consensus, and achieve objectives.

Work Conditions / Physical Demands

Remaining in a stationary position, often standing, or sitting for prolonged periods. Light work that includes moving objects up to 20 pounds. No adverse environmental conditions expected. Travel may be required.

Physical/Background Check Requirements

For over thirty years, Apache Industrial Services has met the needs of the petrochemical, industrial and energy sectors by providing superior quality, service and long-term value to our customers. Through our commitment to excellence in our work, a purposeful culture of safety, and the dedication and leadership of our expert craftsmen, Apache is a company that is doing it right. With strategic office locations throughout the US and Canada, we are able to provide efficient and reliable services to our wide variety of customers. At the core of Apache is a belief system that we refer to as #ApachePride. This belief permeates everything we do and from the CEO to the new hire employee that started yesterday; We all understand that the success of our business relies heavily on our hard-working men and women in the field.

Equal Opportunity

Apache Industrial Services is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.