Project Administrator

ECS Group of Companies; Waukesha (WI); On-site; USD 42,000 - 52,000; Full time

Job summary

ECS Group of Companies is seeking an organized Project Administrative Coordinator to manage proposal and project registrations, invoicing setup, and resource coordination. The role supports senior staff, mentors junior team members, and ensures timely project delivery.

You will coordinate with clients and internal teams, maintain project documentation and schedules, and assist in budgets and invoicing. A high school diploma and 2 years of related experience are preferred, with MS Office

Qualifications

• High school diploma or GED required; bachelor 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 (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.

Responsibilities

• Manage administrative tasks for a project, including proposals, registrations, invoicing setup, and coordinating resources.
• Basic use of ECS systems to coordinate project resources and paperwork, and maintain schedules and budgets.
• Coordinate internal communications; mentor junior staff and support team development.
• Attend project meetings with senior staff and assist with resolutions to administrative problems.
• Communicate with clients and external team members regularly.
• Assist in managing project budgets, preparing invoices, and collections.
• Prioritize tasks to meet deadlines; consult with supervisor on daily priorities.
• Demonstrate good project and contract management skills.
• Manage project budgets as needed.
• Host or attend client discussions and follow up on reports.

Skills

MS Office

Communication skills

Multi-tasking

Teamwork

Project coordination

Education

High school diploma or GED

Bachelor's degree preferred

Tools

MS Office (Word, Excel, PowerPoint)

Job description

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 building science + infrastructure consulting services. We are employee-owned with more than 3,00 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 #38 in Zweig Group’s Hot Firm List (June 2026). For additional information about ECS, visit: www.ecslimited.com. ECS is an Equal Opportunity Employer. To learn more, click here.