Project Administrator

ECS Group of Companies; Louisville (KY); On-site; USD 35,000 - 55,000; Full time

Job summary

ECS Group of Companies is seeking an organized Project Administrative Coordinator in Louisville, KY to handle proposal, registration, invoicing setup, and resource coordination for multiple projects. You will support budgets, documentation, and internal communications while mentoring junior staff.

Ideal candidates bring strong MS Office skills, solid communication, and the ability to multi-task in a fast-paced environment. Join a growing team with opportunities for professional development.

Qualifications

• High school diploma or GED required; bachelor’s degree preferred
• 2 years of related experience
• Valid driver's license if driving for ECS subsidiary
• Excellent oral and written communication skills
• Basic project management and contract administration skills
• Dependable, self-motivated, detail-oriented
• Ability to multi-task and meet deadlines
• Proficient with MS Office suite
• Ability to work effectively in teams and independently
• Excellent interpersonal skills

Responsibilities

• Manage administrative tasks for a project including proposal and project registration, invoicing set-up, and coordinating project resources
• Coordinate project resources and documentation using ECS systems
• Mentor junior staff and support development of the team
• Attend project meetings with senior staff and assist with resolving administrative problems
• Maintain clear client and external team communications
• Assist in managing project budgets, invoicing, and collections
• Prioritize tasks to meet project deadlines in consultation with supervisor
• Demonstrate strong project and contract management skills
• Manage project budgets
• Host or attend project discussions with clients and follow up on reports for questions

Skills

MS Office

Oral & written communication

Project coordination

Contract administration

Detail-oriented

Multi-tasking

Team collaboration

Interpersonal skills

Decision making

Time management

Education

High school diploma or GED

Bachelor of Business or related field preferred

Tools

MS Office (Word, Excel, PowerPoint)

Job description

• Manage the administrative tasks associated with a project, including, but not limited to proposal and project registration, invoicing set-up, coordinate project resources, and more.
• Basic ability to use ECS systems in the coordination of project resources, management of project paperwork and documentation, and maintaining project schedules and budgets.
• Coordinate internal communications with staff members on a variety of projects, as requested. Actively mentor junior staff and support overall development of the team.
• Attend project meetings with senior staff and assist with resolutions to administrative problems
• Communicate with client and external team members consistently.
• Assist in managing project budgets, preparing invoices, and collection efforts.
• Basic ability to prioritize tasks to meet project deadlines. Consult with your supervisor to help prioritize tasks on a daily basis.
• Good project and contract management skills.
• Basic ability to manage project budgets.
• Host or attend project discussions with clients, follow up on reports to determine if there are questions

Responsibilities

• Manage the administrative tasks associated with a project, including, but not limited to proposal and project registration, invoicing set-up, coordinate project resources, and more.
• Basic ability to use ECS systems in the coordination of project resources, management of project paperwork and documentation, and maintaining project schedules and budgets.
• Coordinate internal communications with staff members on a variety of projects, as requested. Actively mentor junior staff and support overall development of the team.
• Attend project meetings with senior staff and assist with resolutions to administrative problems
• Communicate with client and external team members consistently.
• Assist in managing project budgets, preparing invoices, and collection efforts.
• Basic ability to prioritize tasks to meet project deadlines. Consult with your supervisor to help prioritize tasks on a daily basis.
• Good project and contract management skills.
• Basic ability to manage project budgets.
• Host or attend project discussions with clients, follow up on reports to determine if there are questions

Required Qualifications & Skills

• High school diploma or GED required. Bachelor of Business or related field preferred
• 2 years of related experience
• If driving for, or on behalf of, any ECS subsidiary, a valid driver's license is required
• Excellent oral & written communication skills
• Basic project management and contract administration skills
• Dependable, self-motivated, responsible and detail-oriented
• Ability to multi-task and meet deadlines
• Proficient with MS Office (Word, Excel, PowerPoint)
• Ability to work effectively in teams, with clients, peers and subordinates, as well as independently
• Excellent interpersonal skills
• Basic decision making skills
• Work with supervisor to understand priorities and urgency of work

ECS Group of Companies (ECS) was founded in 1988 with the goal to raise the standards of professional engineering consulting. Today, we are a leader in geotechnical, construction materials, environmental and facilities consulting services. We are employee-owned with more than 3,000 employees in 100+ offices and testing facilities coast to coast. ECS is currently ranked #60 in Engineering News-Record’s Top 500 Design Firms (April 2026), #148 in Engineering News-Record’s Top 200 Environmental Firms (October 2025) and #50 in Zweig Group’s Hot Firm List (May 2025). For additional information about ECS, visit: www.ecslimited.com.

ECS is an Equal Opportunity Employer. To learn more, click here.