Project Management Administrator

Instrata; Richmond (VA); Hybrid; USD 52,000 - 66,000; Full time

Job summary

Instrata seeks a detail-focused Project Management Administrator to support multiple teams in delivering high-quality project execution. You will manage documentation, coordinate materials, support reporting, and help keep deadlines on track.

You will assist with scheduling, purchasing, and communication across stakeholders, while maintaining files and project trackers in client systems. This hybrid role blends office work with site exposure as needed.

Qualifications

• High School Diploma or GED required; Associate's or equivalent experience preferred.
• 1–2 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.

Responsibilities

• Create, compile, and submit accurate project submittals and close-out packages.
• Maintain project documentation, plans, deliverables, and trackers in company and client systems.
• Schedule and track project material deliveries to align with field timelines.
• Assist Project Managers with scheduling, purchasing, and general project-related tasks.
• Help prepare reports, maintain logs, and support communication flow across teams.
• Assist with writing project content and communicating updates to internal and external stakeholders.

Skills

Attention to Detail

Time Management

Professional Communication

Technical Skills

Team Player

Confidentiality & Discretion

Education

High School Diploma or GED

Associate's degree preferred

Tools

Microsoft Office

Bluebeam

PlanGrid

Smartsheet

MS Project

Job description

About The Role

Are you a detail-oriented multitasker who thrives in a fast-paced, project-driven environment? We're 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 - helping manage documentation, coordinate materials, support project reporting, and ensure 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: You're the person who catches errors others miss and double-checks your own work.
• Time Management: Able to juggle multiple tasks with competing deadlines - without 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; Associate's or equivalent experience preferred
• 1-2 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

What's 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