Projects Administrator

Apache Industrial Holdings; Westlake (LA); On-site; USD 42,000 - 56,000; Full time

Job summary

Apache Industrial Services is seeking a Projects Administrator to support project administration, billing, payroll, and data management on site at various job sites. The role requires coordination with project teams and client reps to ensure accurate setup, attendance, and cost tracking.

The ideal candidate will have a high school diploma or higher, 1+ years in billing/timekeeping/administration, and solid proficiency with Microsoft Office and Excel.

Qualifications

• Proficiency with Microsoft Office, particularly Excel.
• Excellent written and oral communication skills.
• Excellent interpersonal skills and ability to work with all levels of management.
• Self-motivated, decisive, able to adapt to changing demands.

Responsibilities

• Facilitate and coordinate site orientation of new jobsite personnel into company systems.
• Prepare, distribute, and collect daily sign-in sheets for attendance records.
• Reconcile company timesheets with client gate log systems for accuracy.
• Enter and maintain data in front-end systems to support billing and payroll.
• Collect and organize departmental documentation per company standards.
• Communicate with client representatives regarding cost allocation.
• Perform basic procurement support, including gathering delivery tickets for reconciliation.
• Other duties as assigned.

Skills

Microsoft Office

Excel

Written & Oral Communication

Interpersonal Skills

Adaptability

Education

High school diploma or higher

1+ years billing/timekeeping/administrative experience

Related industry experience

Job description

Position Title: Projects Administrator

Position Reports To: Projects Administrator Manager

Position Summary

The Project Administrator performs assigned tasks under the direction of the Project Admin Supervisor or Project Administrator Lead, following established procedures and company standards. A Project Administrator develops within the role by increasing proficiency across the responsibilities listed above. As competency grows, the Project Administrator is expected to consistently deliver accurate and timely results.

Essential Functions

• Facilitate and coordinate site orientation of new jobsite personnel into company systems, ensuring accurate and timely setup.
• Prepare, distribute, and collect daily sign-in sheets to maintain accurate attendance records.
• Reconcile company timesheets with client gate log systems to ensure alignment and accuracy.
• Enter and maintain data within front-end systems to support billing and payroll processes.
• Collect, organize, and maintain departmental documentation in accordance with company standards.
• Communicate with client representatives regarding company cost allocation, as needed.
• Perform basic procurement support tasks, including gathering delivery tickets and ensuring tickets are given to procurement for reconciling.
• Other duties as assigned.

Education & Experience

• High school diploma or higher
• 1+ years of billing, timekeeping, and administrative experience
• Related industry experience

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office, particularly Excel.
• Demonstrates excellent written and oral skills
• Excellent interpersonal skills and a proven ability to work well with all levels of management and staff.
• Self-motivated, decisive, with the ability to adapt to change and competing demands.

Work Conditions/Physical Demands

Remaining stationary or moving across varied conditions, including standing, sitting, walking, and navigating uneven terrain on project sites for prolonged periods. Light work that includes moving objects up to 20 pounds. Travel may be required.

Company Overview

For over thirty years, Apache Industrial Services has met the needs of the petrochemical, industrial and energy sectors by providing superior quality, service and long-term value to our customers. Through our commitment to excellence in our work, a purposeful culture of safety, and the dedication and leadership of our expert craftsmen, Apache is a company that is doing it right. With strategic office locations throughout the US and Canada, we are able to provide efficient and reliable services to our wide variety of customers. At the core of Apache is a belief system that we refer to as #ApachePride. This belief permeates everything we do and from the CEO to the new hire employee that started yesterday; We all understand that the success of our business relies heavily on our hard-working men and women in the field.

Equal Opportunity

Equal Opportunity: Apache Industrial Services is an Equal Opportunity Employer.

Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.