Project Administrator

Quirch Foods; Coral Gables (FL); Presencial; USD 42.000 - 58.000; Jornada completa

Descripción de la vacante

Quirch Foods, LLC is seeking an entry-level Project Coordinator to support schedules, documentation, and project controls. You will prepare reports, coordinate with vendors, and assist with procurement and budget tracking in a fast-paced environment.

Ideal candidates have a Bachelor's degree in a related field, strong organizational skills, and the ability to work cross-functionally with internal teams. This role emphasizes attention to detail and effective communication to ensure on-time

Formación

• Bachelor’s degree in Business Administration, Project Management, Supply Chain Management, or a related field preferred; equivalent experience considered.

Responsabilidades

• Coordinate project schedules, milestones, meetings, and resource requests, and follow up with team members to keep deliverables on track.
• Prepare and distribute project status reports, dashboards, and meeting notes, including action items, risks, and open issues.
• Maintain project tracking systems and project management software, ensuring task, schedule, and status data are accurate and current.
• Create, organize, and maintain project files, records, and documentation (plans, charters, change requests, approvals, and closeout materials) in line with organizational standards and document control procedures.
• Support budget tracking by monitoring project spend against budget, reconciling costs, and flagging variances to the project manager.
• Process project-related invoices, purchase requisitions, and purchase orders, and coordinate with Accounts Payable, Procurement, and vendors to resolve discrepancies.
• Assist with procurement activities, including vendor quotes, contract paperwork, and onboarding of project vendors and contractors.
• Communicate with project stakeholders to provide updates, resolve administrative issues, and facilitate coordination across departments.
• Maintain audit-ready project records and support internal reviews, audits, and compliance requirements by providing complete and accurate documentation.
• Support project controls activities, including tracking changes to scope, schedule, and cost, and maintaining issue, risk, and decision logs.
• Assist project managers with project implementation tasks, such as kickoff preparation, vendor and site coordination, and project closeout.
• Identify opportunities to improve project administration processes, templates, and reporting tools, and recommend practical improvements.
• Perform other administrative and project support duties as assigned.

Conocimientos

Project coordination

Scheduling

Reporting

Documentation

Communication

Educación

Bachelor's degree in Business Administration or related field

Herramientas

Microsoft Office

Project management software

Descripción del empleo

It’s fun to work in a company where people truly BELIEVE in what they’re doing!
We’re committed to bringing passion and customer focus to the business.

Essential Duties and Responsibilities

• Coordinate project schedules, milestones, meetings, and resource requests, and follow up with team members to keep deliverables on track.
• Prepare and distribute project status reports, dashboards, and meeting notes, including action items, risks, and open issues.
• Maintain project tracking systems and project management software, ensuring task, schedule, and status data are accurate and current.
• Create, organize, and maintain project files, records, and documentation (plans, charters, change requests, approvals, and closeout materials) in line with organizational standards and document control procedures.
• Support budget tracking by monitoring project spend against budget, reconciling costs, and flagging variances to the project manager.
• Process project-related invoices, purchase requisitions, and purchase orders, and coordinate with Accounts Payable, Procurement, and vendors to resolve discrepancies.
• Assist with procurement activities, including vendor quotes, contract paperwork, and onboarding of project vendors and contractors.
• Communicate with project stakeholders to provide updates, resolve administrative issues, and facilitate coordination across departments.
• Maintain audit-ready project records and support internal reviews, audits, and compliance requirements by providing complete and accurate documentation.
• Support project controls activities, including tracking changes to scope, schedule, and cost, and maintaining issue, risk, and decision logs.
• Assist project managers with project implementation tasks, such as kickoff preparation, vendor and site coordination, and project closeout.
• Identify opportunities to improve project administration processes, templates, and reporting tools, and recommend practical improvements.
• Perform other administrative and project support duties as assigned.

Qualifications and Educational Requirements

• Bachelor’s degree in Business Administration, Project Management, Supply Chain Management, or a related field preferred; equivalent experience considered.
• 0-1 year of general work experience, preferably in project coordination, administrative support, or a project-based environment; internships and coursework count.
• Basic understanding of project management concepts, including scheduling, status reporting, and documentation.
• Strong organizational and time management skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills, with the ability to work with stakeholders at all levels.
• Strong attention to detail and accuracy in documentation, data entry, and financial tracking.
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint); ability to learn project management and tracking software quickly.
• Ability to work under close direction, take feedback, and work cross-functionally in a fast-paced, deadline-driven environment.
• Ability to handle confidential information with discretion.

Preferred Skills

• Experience with project management or work-tracking software and collaboration tools.
• Familiarity with ERP and eProcurement systems, invoice processing, and basic budget tracking.
• Exposure to food distribution, logistics, or supply chain operations.
• Professional certification such as CAPM (Certified Associate in Project Management) or progress toward one a plus.
• Bilingual (English/Spanish) a plus.

Equal Opportunity Employer

Quirch Foods is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. All applicants must be eligible to work in the United States.