Project Management Administrator

Long Iron Services, LLC; Oak Brook (IL); On-site; USD 34,000 - 41,000; Full time

Job summary

Heniff Family of Companies is seeking a Project Management Administrator to provide administrative and coordination support for project execution. This role acts as a liaison between project teams, vendors, customers, and internal stakeholders to maintain schedules and deliverables.

The position emphasizes strong organization, communication, and documentation skills, with MS Office proficiency and the ability to manage multiple projects in a fast-paced environment.

Qualifications

• High School diploma or GED required; associate degree in Business Administration or a related field preferred.
• Minimum of 2 years of administrative, clerical or general office experience preferred.
• Proficiency with Microsoft Office application, including Word, Excel, Outlook, Teams, and PowerPoint.

Responsibilities

• Assist planning, coordinating, and tracking project activities.
• Maintain project schedules, timelines, and milestone trackers.
• Monitor project progress and follow up with team members regarding outstanding tasks and deliverables.
• Coordinate project meetings, prepare agendas, and record meeting minutes.
• Track action items and ensure timely completion.
• Prepare correspondence, presentations, reports, and other project-related documents.

Skills

Project coordination

Administrative support

Communications

MS Office proficiency

Education

High School diploma or GED

Associate degree in Business Administration or related field preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

PowerPoint

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business.

Position Summary Project Management Administrator provides administrative, operational, and project coordination support to ensure the successful execution of projects across the organization. This role serves as a key liaison between project teams, vendors, customers, and internal stakeholders, helping to maintain schedules, track deliverables, manage documentation, and support project reporting.

Duties and Responsibilities

• Project Management Administrator assists planning, coordinating, and tracking project activities.
• Maintain project schedules, timelines, and milestone trackers.
• Monitor project progress and follow up with team members regarding outstanding tasks and deliverables.
• Coordinate project meetings, prepare agendas, and record meeting minutes.
• Track action items and ensure timely completion.
• Manage calendars, schedule meetings, and coordinate travel arrangements as needed.
• Prepare correspondence, presentations, reports, and other project-related documents.
• Organize and maintain project files, records, contracts, and documentation.
• Process invoices, purchase orders, and project-related expenses
• Serve as a point of contact for internal departments, vendors, contractors, and customers.
• Facilitate communication between project stakeholders to ensure alignment and timely information sharing.
• Assist in preparing project status reports and executive summaries.
• Maintain project databases, logs, and reporting tools.
• Compile and distribute project progress reports, dashboards, and KPI summaries.
• Ensure project documentation is accurate, complete, and compliant with company standards.
• Support contract administration and document control processes.
• Assist with project budgeting and cost tracking.
• Monitor procurement activities and delivery schedules.
• Support risk management activities by tracking issues, risks, and mitigation plans.
• Help identify process improvements that enhance project execution and efficiency.

Job Requirements Education and Experience

• High School diploma or GED required; associate degree in Business Administration or a related field preferred.
• Minimum of 2 years of administrative, clerical or general office experience preferred.
• Proficiency with Microsoft Office application, including Word, Excel, Outlook, Teams, and PowerPoint.
• Equivalent combination of education, training, and relevant experience may be considered.

Preferred Qualifications

• 2-5 years of administrative, project coordination, or project management support experience.
• Experience supporting large-scale operational, construction, transportation, logistics, industrial, or engineering projects preferred.

Essential Qualifications

• Strong organizational and time management skills.
• Ability to work effectively in a fast-paced environment while maintaining accuracy and attention to detail.
• Demonstrated ability to communicate effectively, both verbally and in writing.
• Demonstrated ability to manage multiple projects, priorities, and deadlines concurrently.
• Ability to work independently while maintaining close coordination with project leadership.
• Professional demeanor with strong interpersonal and relationship-building skills.

Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, Outlook, and Teams.

Language Skills

• Ability to read, write and speak English proficiently.

Physical Demands

• While performing the duties of this job, the employee is regularly required to talk or hear.
• May be required to stand, walk, sit, use hands to feel; reach with hand and arms, and stoop, kneel or crouch as needed.
• Specific vision requirements include the ability to see at close range, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Ability to operate in a constant state of alertness and safe manner.

Work Environment

This position is primarily performed in a professional office environment. The employee regularly uses standard office equipment, including computers, phones, and other business related technology.

Salary Range

Disclaimer: The starting salary for this position is $25.00 to $30.00. This range is based on market data and internal equity. The final offer will be determined by various factors, including the candidates experience, education, skills, qualifications, and geographic location.

The Heniff Family of Companies, we believe our biggest asset is our people.

We are proud to be an equal opportunity employer, hiring and developing individuals from diverse backgrounds and experiences to add to our collaborative culture.

Heniff treats all candidates and employees with respect and does not discriminate in our recruiting, hiring, and promoting processes and general treatment during employment, including on the basis of actual or perceived race, creed, color, religion, sex, age, sexual orientation, gender identity and/or expression, alienage or national origin, ancestry, citizenship status, marital status, veteran status, or disability.

The Heniff family of companies is the premier leader in liquid bulk transportation, food grade, rail transloading, iso depot operations, tank cleaning and maintenance.

Our mission is to efficiently provide Supply Chain Solutions to our customers safely, securely and on time, every time.

From our high-tech tracking and technology systems to our friendly drivers and customer service staff, everything is focused on ways to come up with solutions to our customers’ problems and to make it as easy as possible to do business with us.

With nearly 100 locations connected nationwide and over 2000 tractors, our integrated freight network of opportunities and capacity for our drivers and customers is unmatched.

Even though we have the look of a big company, we have the feel of a small company.

Our goal is not to be the biggest, but to be the best!