Project Admin Coordinator — Docs, Billing & Scheduling

Talentify; Madison (WI); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) retirement plan

Paid time off

Job summary

Aston Carter provides comprehensive administrative support to project teams and leadership in Madison, WI. This contract-to-hire role handles front-office interactions, coordinates communication among stakeholders, and maintains project documents while supporting invoicing and general office administration.

The position requires at least 2 years in administrative roles, strong MS Office skills, and excellent communication.

Qualifications

• Minimum of 2 years of experience in administrative, office support, customer service, or construction administration roles.
• High school diploma or equivalent.
• Strong administrative and clerical skills, including accurate data entry and document management.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong organizational skills with the ability to multitask and manage multiple priorities effectively.
• Excellent verbal and written communication skills.
• Ability to work independently while maintaining a high level of productivity and reliability.
• Professional demeanor and strong attention to detail in all tasks.
• Comfort with using technology and office systems in a fast-paced environment.

Responsibilities

• Answer and direct incoming phone calls in a courteous and professional manner and respond promptly to general inquiries.
• Greet clients, vendors, and visitors in a professional and welcoming manner and ensure they are directed appropriately.
• Coordinate communication between clients, project managers, subcontractors, and internal teams to support project activities.
• Assist with preparing proposals, contracts, change orders, and other project documentation with a high degree of accuracy.
• Support invoicing, billing, and payment tracking by maintaining organized and up-to-date records.
• Maintain project files, records, and documentation for accuracy, completeness, and easy retrieval.
• Schedule and coordinate meetings, appointments, and project-related activities for project managers and leadership.
• Order office supplies and assist with general office administration to ensure the office is well-stocked and efficiently run.
• Update and maintain customer and project information in company systems and databases.
• Provide administrative support to project managers and leadership as needed, including data entry, document preparation, and follow-up on action items.
• Perform general clerical duties such as filing, copying, scanning, and organizing documents.
• Contribute to a positive and professional office atmosphere through reliable support and clear communication.

Skills

Admin experience

Phone & front desk

MS Office

Data entry

Organizational skills

Communication skills

Independent worker

Detail oriented

Technical proficiency

Education

High school diploma

Associate degree preferred

Tools

Outlook

Word

Excel

Job description

Aston Carter provides comprehensive administrative support to project teams and leadership in Madison, WI. This contract-to-hire role handles front-office interactions, coordinates communication among stakeholders, and maintains project documents while supporting invoicing and general office administration.

The position requires at least 2 years in administrative roles, strong MS Office skills, and excellent communication.