Head of Project Administration & Operations

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

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.