Project Management Administrator

Instrata; Chandler (AZ); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

Hybrid work environment

Competitive pay

Job summary

Instrata is seeking a detail-oriented Project Management Administrator to support our teams in delivering high-quality project execution. This hybrid role involves creating submittals, managing documentation, coordinating materials, and supporting project reporting across stakeholders.

You will help keep deadlines, manage details, and assist multiple project managers in a fast-paced environment. A High School diploma and 12 years in admin/project support are expected.

Qualifications

• High School Diploma or GED required; associates or equivalent preferred.
• 12 years in administrative or project support role (construction/telecom/tech preferred).
• Experience with documenting, coordinating materials, and project reporting.

Responsibilities

• Document preparation: create, compile, and submit project submittals and close-out packages.
• Database and file management: maintain project docs, plans, deliverables, trackers.
• Coordinate deliveries: schedule and track material deliveries with field timelines.
• Administrative support: assist project managers with scheduling, purchasing, and tasks.
• Reporting and organization: prepare reports, logs, and communications across teams.
• Content and communication: write project content and update stakeholders.

Skills

Attention to Detail

Time Management

Professional Communication

Technical Skills

Team Player

Confidentiality & Discretion

Education

High School Diploma or GED

Associates or equivalent experience preferred

Tools

Microsoft Office

MS Project

Bluebeam

PlanGrid

Smartsheet

Job description

About The Role
Are you a detail-oriented multitasker who thrives in a fast-paced, project-driven environment? Were looking for a proactive and organized Project Management Administrator to support our teams in delivering seamless, high-quality project execution.

About The Role
Are you a detail-oriented multitasker who thrives in a fast-paced, project-driven environment? Were looking for a proactive and organized Project Management Administrator to support our teams in delivering seamless, high-quality project execution.
In this role, you\'ll be a key player behind the scenes key player behind the scenesreating, managing documentation, coordinating materials, supporting project reporting, and ensuring every administrative piece falls into place. If you excel at staying ahead of deadlines, managing details, and supporting multiple stakeholders, this is the role for you.

What You’ll Do – Keep Projects on Track. Support with Precision.

• Document Preparation: Create, compile, and submit accurate project submittals and close-out packages.
• Database & File Management: Maintain project documentation, plans, deliverables, and trackers in company and client systems.
• Coordinate Deliveries: Schedule and track project material deliveries to align with field timelines.
• Administrative Support: Assist Project Managers with scheduling, purchasing, and general project-related tasks.
• Reporting & Organization: Help prepare reports, maintain logs, and support communication flow across teams.
• Content & Communication: Assist with writing project content and communicating updates to internal and external stakeholders.

What You Bring

• Attention to Detail: Youre the person who catches errors others miss and double-checks your own work.
• Time Management: Able to juggle multiple tasks with competing deadlines0without dropping the ball.
• Professional Communication: Clear, concise, and courteous with coworkers, clients, and vendors.
• Technical Skills: Proficient in Microsoft Office (Word, Excel, Outlook, and MS Project), Experience with project tools like Bluebeam, PlanGrid, or Smartsheet (a plus)
• Team Player: You take direction well, pitch in wherever needed, and value collaboration.
• Confidentiality & Discretion: Trusted to handle sensitive documents and company information with care.

Education & Experience

• High School Diploma or GED required; Associates or equivalent experience preferred
• 12 years in an administrative or project support role (preferably in construction, telecom, or technology)
• Field experience in structured cabling is a plus but not required

Whats in It for You?

• Purposeful Work: Help streamline operations that directly impact client success and project outcomes.
• Growth Opportunities: Build project coordination skills and grow toward a Project Manager or Operations role.
• Collaborative Culture: Work closely with experienced professionals in a fast-moving, team-focused environment.
• Tools & Training: Gain exposure to top-tier software tools and project management processes.
• Stability & Support: Competitive pay, structured processes, and a leadership team that values your contribution.

Work Environment & Physical Requirements

• This is a hybrid administrative role that may include both office and light warehouse/project site exposure.
• Regular lifting/moving of up to 20 lbs
• Frequent use of computer, phone, and filing systems
• Occasional standing, kneeling, and reaching
• Reasonable accommodations available for individuals with disabilities

Ready to Make an Impact? If youre organized, driven, and ready to support complex projects from behind the scenes—wed love to hear from you. Apply today and bring clarity and coordination to every step of the project journey.