Project Administrator

Vaa ka wi Services; Phoenix (AZ); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Flexible Schedule

Free Drinks

Gym Membership

Medical & Dental

Paid Parental Leave

Retirement Plan

Job summary

Vaakawi provides essential project administration support to ensure smooth operation of projects in Arizona. The Project Administrator maintains documentation, coordinates schedules, and tracks financial data to keep the team aligned with client and regulatory requirements.

This role focuses on accurate record-keeping, timely reporting, and effective communication with vendors, clients, and internal stakeholders, supporting project success and compliance.

Qualifications

• Organizational mastery to manage thousands of documents.
• Proficiency in Microsoft Excel and project management tools.
• Strong financial literacy including invoices and budgets.
• Clear written and verbal communication with stakeholders.

Responsibilities

• Document Control: Manage and organize all project documentation, including contracts, change orders, blueprints, and permits; ensure files are digitalized and accessible to the team.
• Financial Tracking: Assist with budget monitoring by processing invoices, tracking expenses, purchase orders, and preparing billing requisitions for approval.
• Meeting Coordination: Schedule project meetings, prepare agendas, take detailed minutes, and distribute action items to team members.
• Resource Scheduling: Coordinate the deployment of staff, equipment, or subcontractors to specific job sites based on the project timeline.
• Compliance & Reporting: Ensure all team members have necessary certifications (e.g., safety badges, insurance); compile weekly or monthly progress reports for stakeholders.
• Vendor Liaison: Serve as the primary point of contact for subcontractors and suppliers regarding billing inquiries or schedule confirmations.

Skills

Organizational Mastery

Microsoft Excel

Communication

Financial Literacy

Tools

Procore

Microsoft Project

Jira

Primavera

Job description

Project Administrator

Job Description

The Foundation of Our Business is Our People.

The Project Administrator provides essential administrative and logistical support to the project management team. This role ensures that projects run smoothly by maintaining accurate documentation, coordinating schedules, and tracking financial data. The Project Administrator acts as a central hub of information, facilitating communication between the project team, vendors, and clients to ensure all compliance and reporting requirements are met on time.

The Project Administrator will perform a variety of custodial duties for Vaakawi. Such responsibilities shall be in accordance with established standards, instructions, and procedures of Vaakawi.

Experience

4 Year

Employment Type

Full Time

Job Responsibilities

Core Responsibilities

• Document Control: Manage and organize all project documentation, including contracts, change orders, blueprints, and permits; ensure files are digitalized and accessible to the team.
• Financial Tracking: Assist with budget monitoring by processing invoices, tracking expenses, purchase orders, and preparing billing requisitions for approval.
• Meeting Coordination: Schedule project meetings, prepare agendas, take detailed minutes, and distribute action items to team members.
• Resource Scheduling: Coordinate the deployment of staff, equipment, or subcontractors to specific job sites based on the project timeline.
• Compliance & Reporting: Ensure all team members have necessary certifications (e.g., safety badges, insurance); compile weekly or monthly progress reports for stakeholders.
• Vendor Liaison: Serve as the primary point of contact for subcontractors and suppliers regarding billing inquiries or schedule confirmations.

Key Skills & Qualifications

• Organizational Mastery: Ability to manage multiple workstreams and thousands of documents without losing track of details.
• Software Proficiency: Advanced skills in Microsoft Excel/Office; familiarity with project management software (e.g., Procore, Microsoft Project, Jira, or Primavera).
• Financial Literacy: Basic understanding of accounting principles, invoicing, and budget tracking.
• Communication: Excellent written and verbal skills for drafting reports and communicating with diverse stakeholders.

Perks and Benefits

• Flexible Schedule
• Free Drinks
• Gym Membership
• Medical & Dental
• Paid Parental Leave
• Retirement Plan

• Benefits Disclaimer: The perks and benefits listed on this page are intended for informational purposes only and do not constitute a binding contract or guarantee of employment. Eligibility for specific benefits may vary based on role, location, and employment status (e.g., full-time vs. part-time). Vaakawi reserves the right to modify, amend, or terminate any benefit plan or perk at any time, with or without notice. In the event of any discrepancy between this summary and the official plan documents, the official plan documents will govern.

Are you a dependable, motivated individuals?

If you take pride in quality work and want to grow with a leading name in commercial cleaning, we’d love to meet you.

Our mission

Sustainable Cleaning for a Healthier Workplace.

At Vaakawi, our mission is to create and maintain pristine, healthy, and welcoming environments for businesses of all types. As a family-owned leader in commercial cleaning in Arizona, we combine decades of experience with a personal commitment to integrity, accountability, and excellence.

We strive to deliver customized cleaning solutions tailored to each client’s unique needs, using state-of-the-art equipment and eco-friendly products to ensure safe, efficient, and superior results. Our goal is simple: to provide an exceptional cleaning experience that promotes health, enhances productivity, and reflects the professionalism of your brand - so you can focus on what you do best.

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