Project Administrator

Integrated Protection Services; Cincinnati (OH); On-site; USD 42,000 - 54,000; Full time

Job summary

Integrated Protection Services in Cincinnati hires a Project Administrator to organize schedules, budgets and project details, coordinating with multiple departments to keep plans on track. The role requires proficient MS Office use (Excel, Teams, Outlook), strong communication, and the ability to manage multiple projects while maintaining accuracy and timeliness.

This on-site Cincinnati position offers steady work in a fast-paced environment with a focus on reporting, invoicing, and supplier

Qualifications

• High school diploma required.
• Efficient and productive in a fast-paced environment.
• Excellent customer service for internal and external customers.
• Basic math and money handling skills.
• Friendly, outgoing personality with teamwork orientation.
• Strong computer skills across multiple software programs.

Responsibilities

• Convert won jobs from sales proposals to active projects using Sedona and WeSuites.
• Convert change orders from WeSuites into Sedona.
• Compile and provide Pre liens for jobs.
• Create and send project invoicing reports to managers monthly.
• Prepare project invoices (standard & AIA, lien waivers).
• Process Subcontractor Purchase Orders (agreements, onboarding).
• Act as subcontractor contact for payment advice.
• Use multiple portals for project and service invoice submission.
• Update customer accounts in project management software or portals.

Skills

Customer service

Communication

Attention to detail

Multitasking

Time management

Data entry

Problem solving

Education

High school diploma

Tools

Sedona

WeSuites

Excel

Teams

Outlook

Job description

Primary Responsibilities

The Project Administrator will be responsible for ensuring the schedule, budget and details of a given project are well organized. They will communicate with various departments to keep everyone on board about any changes to the project plan. In addition, they organize reporting and keep in constant communication with project managers regarding the status of projects. The Project Coordinator needs to be proficient in working with standard Microsoft Office programs such as Excel, Teams, and Outlook. The ability to handle multiple projects and team support with excellent communication and attention to detail is a must.

Essential Functions

• Converting won jobs from sales proposals to active projects utilizing company software platforms (Sedona and WeSuites)
• Converting change orders from WeSuites into Sedona
• Compiling and providing Pre liens for jobs
• Creating and sending project invoicing reports to project managers monthly
• Project invoice creation (standard & AIA, lien waivers, etc.)
• Executing Subcontractor Purchase Orders’s (agreements, issuing, qualifying/onboarding)
• Act as subcontractor’s point of contact for all payment advice
• Utilize multiple portals for project and service invoice submission
• Cleaning WeSuite queue at end of month
• Updating customer accounts (in company project management software or in customer’s portal) as needed

Qualifications

Required Qualifications

• High school diploma
• Must be efficient and productive in a fast-paced environment
• Must possess excellent customer service skills for both internal and external customers
• Must possess basic math and money handling skills
• Must enjoy working with people and possess a friendly and outgoing personality
• Must have excellent computer skills and be comfortable working in various softwares and programs

Physical Requirements & Environment

• All employees of IPS are subject to random drug testing per our Drug Free Safety Policy
• Background check required.
• This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines

Duties

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EEOC Statement

It is the policy of Integrated Protection Services not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, genetic information, disability or because he or she is a protected veteran. It is also the policy of Integrated Protection Services to take affirmative action to employ and to advance in employment, all persons regardless of race, color, religion, sex, national origin, age, marital status, genetic information, disability or protected veteran status, and to base all employment decisions only on valid job requirements. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training, including apprenticeship, at all levels of employment. For Integrated Protection Services’ full EEO/AAP statement, please contact the Human Resources Department.

AT WILL

All employment positions at Integrated Protection Services Inc. are “at-will” positions. “At-will” positions are those where employment and compensation can be terminated with or without cause and with or without notice. No one is authorized by the company to provide any individual with special arrangements concerning terms or conditions of employment. No permanent employment or employment for any term is intended or can be implied by statements in this job description.