Project Administrative Assistant / Project Coordinator

Seneca Real Estate; Seattle (WA); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Medical

Dental

Insurance

Vision

401(k)

401(k) Matching

Paid Time Off

Paid Holidays

Disability - Short/Long-term

Employee Assistance Program

Job summary

Seneca Group seeks a Project Administrative Assistant / Project Coordinator in Seattle to support multiple project teams and office leadership. You will coordinate contracts, invoices, scheduling, and documentation while ensuring accurate records and clear communication with vendors and stakeholders.

The role requires strong organizational skills, 3+ years of coordination experience, and proficiency with Microsoft Office, SharePoint, and project management tools.

Qualifications

• 3+ years of experience in project coordination or project administration.
• Professional demeanor and strong client focus.
• Excellent organizational and multitasking abilities.
• Ability to prioritize, meet deadlines, and work independently with cross-functional teams.

Responsibilities

• Provide administrative and operational support to project teams and office leadership.
• Coordinate contracts, invoices, purchase orders, cost tracking, scheduling, and documentation.
• Manage calendars, travel, meetings, and event registrations.
• Assist with light accounting tasks and project data management.
• Provide on-site IT support for common tools (MS Teams, email, devices).
• Prepare meeting agendas and minutes; support internal operating committees.

Skills

MS Office proficiency

Strong communication

Independent with cross-functional

Education

College degree preferred

Tools

Microsoft Office Suite

SharePoint

Bluebeam

Adobe Acrobat

Project/Contract management platforms

Job description

At Cumming Group, you will work on some of the world's most exciting projects in a dynamic environment where your success is measured by the impact you make. We are one of the fastest-growing project and cost management consultancies in the United States, and the largest pure-play advisory in North America. With over 70 offices globally, an extremely diverse project portfolio, and double-digit year-over-year revenue growth, the opportunities to make your mark are limitless! This position is with Seneca Group, a Cumming Group affiliate, who delivers top-tier real estate advisory and development management services on projects ranging from 10,000 to over 1 million square feet across corporate office, education, luxury residential, civic and cultural, healthcare, and life sciences across North America and select EMEA and APAC markets. As part of Seneca Group’s continued growth, we are seeking a Project Administrative Assistant / Project Coordinator. This position with be based in our Seattle, WA office with opportunity to support other markets if interested. This role will play a key part in providing superior client service, delivering exceptional projects, and supporting the continued growth of the firm. If you’re looking to join a team of exceptional people working with recognized clients on high-profile, complex projects - and make a real impact - we’d love to meet you.

Overview: The Project Administrative Assistant provides essential administrative and operational support to project teams and office leadership, helping ensure projects are delivered efficiently and accurately. This role supports multiple projects simultaneously through coordination of contracts, invoices, purchase orders, cost tracking, scheduling, meeting administration, and project documentation. Working closely with project managers, vendors, and internal stakeholders, the Project Assistant helps maintain organized project records, supports financial and contract processes, and facilitates effective communication and coordination across teams. The position also contributes to day-to-day office operations through calendar management, travel coordination, event registrations, and other necessary support. The successful candidate is a team-oriented project support professional that is proactive, detail-oriented professional with strong organizational and communication skills, the ability to manage multiple priorities, and a commitment to providing exceptional support in a collaborative, client-service-focused environment.

Essential Duties & Responsibilities

• Project Support: Simultaneously support multiple internal project teams in project administrative tasks delivering high-quality consistent results.
• Review and process invoices, purchase orders, and other project financial documents, ensuring accurate information is provided and prompt submittal.
• Process and support project and vendor contracts: Peer review draft contracts for compliance with standards / best practices / policies.
• Contract submittal and approval tracking.
• Track and maintain record files.
• Track and update excel-based project cost reports with purchase orders and invoices.
• Manage monthly project vendor accruals and perform other light accounting tasks.
• Support calendar coordination and meeting scheduling for both internal and external project stakeholders.
• Support management of project data and files.
• Create meeting agendas, minutes.
• Provide miscellaneous administrative support to internal project teams as needed.
• Office Support: Coordinate internal staff schedules and calendars and other light executive assistant tasks.
• Organize and support internal operating committees.
• Other operational support as assigned.
• On-site “light IT” support for: computers, email, MS Teams, conference room A/V, device replacement, general troubleshooting and triage for outside IT support resources.
• Make team travel arrangements, event/seminar registrations.

Qualifications

• Minimum of 3 years of experience in project coordination or project administration, or a related field.
• Professional demeanor.
• Excellent organizational, time management, and multitasking abilities.
• High initiative, attention to detail, follow through, and commitment to maintaining high-quality work.
• Strong written and verbal communication skills with a professional and client-focused approach.
• Ability to prioritize work, initiate projects, solve problems, seek assistance, and meet deadlines.
• Ability to work independently while effectively collaborating with cross-functional teams.
• Proficiency with office technology, particularly Microsoft Office (Excel, Word, PowerPoint, Outlook and Teams).
• Familiarity with Bluebeam and/or Adobe Acrobat, and SharePoint also desired.
• Familiarity with database tools and systems a plus.
• Familiarity with contract management and project management platforms a plus.
• College degree is preferred.

The salary range for this full-time role is $28.75-$36.41 per hour. Ranges are determined based on the position, geography, client and industry experience and level, and represent a good faith effort to provide a fair and equitable salary. This range reflects base salary only, and not the total compensation package. Cumming Group reserves the right to pay more or less than the posted range, depending on a candidate’s experience, skills, and qualifications, including client requirements.

In addition to base salary, Cumming Group offers a comprehensive benefits package including:

• Medical
• Dental
• Insurance
• Vision
• 401(k)
• 401(k) Matching
• Paid Time Off
• Paid Holidays
• Short and long-term disability
• Employee Assistance Program

At Cumming Group, we are passionate about helping our clients execute large-scale, complex projects on-time and within budget. Our project and cost-management services are specifically tailored to each client’s needs and add meaningful value at every step of a project’s development.

We draw on deep expertise in the communities and sectors we serve, anticipating and solving problems, delivering solutions, and driving results. Since opening our doors in 1996, Cumming Group has grown to 50+ offices globally, and is now home to more than 3,000+ team members – including many of the brightest minds in the industry.

Learn more about what a great organization we are here.

Cumming Group is committed to providing Equal Employment Opportunity in its personnel policies and practices. It is Cumming Group’s policy to recruit, hire, train and promote Team Members and applicants for employment without regard to race, color, creed, religion, age, sex, marital status, registered domestic partner status, genetic information, sexual preference, sexual orientation, gender (including gender expression and gender identity), pregnancy (including childbirth or related medical conditions, including breastfeeding), military service, national origin, ancestry, citizenship, physical disability, mental disability, veteran status or any other protected classification under federal, state, or local law. All such decisions are based on (1) individual merit, qualifications, and competence as they relate to the particular position, and (2) promotion of the principle of equal employment opportunity. All other terms and conditions of employment, such as compensation, benefits, transfers, layoff, return from layoff, training, education, and social and recreational programs, are administered without regard to the characteristics described above. To this end, Cumming Group complies with all provisions of Title VII of the Civil Rights Act of 1964 as amended, all of the rules, regulations and relevant orders of the Secretary of Labor, and all similar state and local laws.

Cumming Group is committed to providing Equal Employment Opportunity in its personnel policies and practices. It is Cumming Group’s policy to recruit, hire, train and promote Team Members and applicants for employment without regard to race, color, creed, religion, age, sex, marital status, registered domestic partner status, genetic information, sexual preference, sexual orientation, gender (including gender expression and gender identity), pregnancy (including childbirth or related medical conditions, including breastfeeding), military service, national origin, ancestry, citizenship, physical disability, mental disability, veteran status or any other protected classification under federal, state, or local law. All such decisions are based on (1) individual merit, qualifications, and competence as they relate to the particular position, and (2) promotion of the principle of equal employment opportunity. All other terms and conditions of employment, such as compensation, benefits, transfers, layoff, return from layoff, training, education, and social and recreational programs, are administered without regard to the characteristics described above. To this end, Cumming Group complies with all provisions of Title VII of the Civil Rights Act of 1964 as amended, all of the rules, regulations and relevant orders of the Secretary of Labor, and all similar state and local laws.