Project Administrator (Manufacturing)

KAD Staffing; New Berlin (WI); On-site; USD 60,000 - 85,000; Full time

Job summary

KAD Staffing seeks a Project Coordinator for an on-site role in Wisconsin. You will set up and maintain project trackers, schedules, and documentation, and support budgeting and invoicing using QuickBooks and other systems.

Responsibilities include preparing reports for Operations, Finance, and Leadership, coordinating internal and customer meetings, and maintaining data across SharePoint, OneDrive, IXD, trackers, and Zoho Projects.

Qualifications

• Bachelor's degree in a related field or equivalent senior administrative/finance experience.
• 10-20 years in administrative, coordinator, or project finance support roles, preferably in automation, manufacturing, or technical environments.
• Proven experience managing QuickBooks entries including POs, bills, estimates, and customer invoicing.
• Proficiency with Microsoft Office; ability to learn project management tools including IXD, trackers, schedules, Teams/SharePoint, and Zoho Projects.
• Strong organizational skills and attention to detail; able to manage multiple trackers, schedules, and deadlines across several projects.
• Clear written and verbal communication; dependable, self-starting demeanor.

Responsibilities

• Set up and maintain project trackers, schedules, and tools reflecting current data.
• Prepare and maintain project documentation (templates, billing milestones, meeting notes, change orders) in SharePoint/OneDrive, QuickBooks, etc.
• Compile budget, hours, and procurement data into reports for Operations, Finance, and Leadership.
• Schedule and support internal syncs and customer status meetings with agendas, notes, and follow-ups.
• Support project launch and closeout with checklists, transition documents, and needed materials.
• Keep data current across PM tools, QuickBooks, trackers, and schedules.
• Coordinate logistics with vendors, contractors, and internal teams as directed.
• Manage project finance administration—purchasing, POs, bills, and goods/services receipts in QuickBooks.
• Create customer estimates and generate/send invoices when milestones are reached, maintaining QuickBooks entries.

Education

Bachelor's degree in a related field

Tools

Microsoft Office

SharePoint

Zoho Projects

Teams

QuickBooks

Job description

PROJECT COORNDINATOR

ON-SITE
MUST HAVE: Prior experience in a Manufacturing Environment

Responsibilities

• Set up and maintain project trackers, schedules, and other tools so they reflect current, accurate data.
• Prepare and maintain project documentation - templates, billing milestones, meeting notes, and change orders - in their appropriate systems (i.e. SharePoint / OneDrive, Quickbooks, etc.).
• Compile budget, hours, and procurement data into reports for Operations, Finance, and Leadership review.
• Schedule and support internal syncs and customer status meetings, including agendas, notes, and follow-ups.
• Support project launch and closeout by preparing checklists, transition documents, and needed materials.
• Keep data current across project management tools, including Quickbooks, trackers, and schedules.
• Coordinate logistics with vendors, contractors, and internal teams as directed to support scheduling and documentation needs.
• Manage project finance administration - handle purchasing, create purchase orders and bills, and note receipt of goods and services in QuickBooks and other systems of record.
• Create customer estimates and generate and send invoices once deals close or milestones are reached, keeping QuickBooks entries accurate and current.

Qualifications

• Bachelor's degree in a related field, or equivalent experience in senior administrative or project finance roles.
• 10-20 years of experience in administrative, coordinator, or project finance support roles, with a track record of managing purchasing, invoicing, and budget tracking; automation, manufacturing, or technical environments preferred.
• Proven experience managing QuickBooks entries, including purchase orders, bills, estimates, and customer invoicing.
• Proficiency with Microsoft Office and the ability to learn project management tools, including IXD, trackers, schedules, Teams/SharePoint, and Zoho Projects.
• Strong organizational skills and attention to detail, with the ability to keep documentation accurate and current.
• Comfortable managing multiple trackers, schedules, and deadlines across several projects at once.
• Clear written and verbal communication skills for coordinating with internal teams and vendors.
• A dependable, detail-oriented self-starter who follows through on assigned tasks without close supervision.