Senior Project Administrator

ECS Group of Companies; Waukesha (WI); On-site; USD 45,000 - 65,000; Full time

Job summary

ECS Group of Companies in the United States is seeking a detail-oriented Project Administrator to manage administrative tasks for projects, assist junior staff, and coordinate resources and budgets. You will maintain project schedules, prepare invoices, and support contract management in a collaborative team environment.

The role emphasizes cross-functional coordination, client interaction, and proactive problem-solving, with opportunities to mentor staff and lead process improvements.

Qualifications

• High school diploma or GED required; Bachelor of Business or related field preferred
• 4 years of related experience
• If driving for any ECS subsidiary, a valid driver's license is required
• Excellent oral & written communication skills
• Strong project management and contract administration skills
• Dependable, self-motivated, detail-oriented
• Ability to multi-task and meet deadlines
• Proficient with MS Office (Word, Excel, PowerPoint)
• Strong leadership and decision making skills
• High level understanding of prioritizing and urgency in consulting

Responsibilities

• Manage the administrative tasks associated with a project, including proposal and project registration, invoicing setup, coordinate project resources, and more
• Assist junior staff with resolution of issues
• Use ECS systems to coordinate project resources, manage paperwork and budgets
• Coordinate internal communications with staff on various projects
• Mentor junior staff and support team development
• Coordinate project meetings and provide solutions to administrative and client issues as needed
• Serve as central point of contact for client-facing, project-related communication
• Assist in managing project budgets, preparing invoices, and collections efforts
• Prepare change orders and invoices
• Prioritize tasks and meet project deadlines
• Support project and contract management and assist junior staff
• Manage project budgets
• Host or attend project discussions with clients and follow up on reports
• Collaborate with managers to assist staffing decisions

Skills

Communication

Project management

Contract administration

MS Office

Multitasking

Teamwork

Leadership

Prioritization

Detail-oriented

Client interaction

Education

High school diploma or GED

Bachelor's degree preferred

Tools

MS Office (Word, Excel, PowerPoint)

Job description

Responsibilities

• Manage the administrative tasks associated with a project, including, but not limited to proposal and project registration, invoicing set-up, coordinate project resources, and more.
• Assist junior staff with resolution of issues.
• Strong ability to use ECS systems in the coordination of project resources, management of project paperwork and documentation, and maintaining project schedules and budgets.
• Proactively coordinate internal communications with staff members on a variety of projects.
• Actively mentor junior staff and support the overall development of the team.
• Assist with the coordination of project meetings and provide solutions to administrative and client issues as necessary
• Coordinate and serve as the central point of contact for client-facing, project-related communication. Assist junior staff with resolution of issues.
• Assist in managing project budgets, preparing invoices, and collections efforts.
• Prepare change orders and invoices.
• Strong ability to prioritize tasks and meet project deadlines.
• Strong project and contract management skills. Assist junior staff with resolution of issues.
• Strong ability to manage project budgets.
• Host or attend project discussions with clients, follow up on reports to determine if there are questions.
• Collaborate with other managers to assist in making staffing decisions as requested.

Required Qualifications & Skills

• High school diploma or GED required. Bachelor of Business or related field preferred
• 4 years of related experience
• If driving for, or on behalf of, any ECS subsidiary, a valid driver's license is required
• Excellent oral & written communication skills
• Strong project management and contract administration skills
• Dependable, self-motivated, responsible and detail-oriented
• Ability to multi-task and meet deadlines
• Proficient with MS Office (Word, Excel, PowerPoint)
• Ability to work effectively in teams, with clients, peers and subordinates, as well as independently
• Excellent interpersonal skills
• Strong leadership and decision making skills
• High level understanding of prioritizing and urgency of work in the consulting industry

ECS Group of Companies (ECS) was founded in 1988 with the goal to raise the standards of professional engineering consulting. Today, we are a leader in geotechnical, construction materials, environmental and building science + infrastructure consulting services. We are employee-owned with more than 3,00 employees in 100+ offices and testing facilities coast to coast. ECS is currently ranked #60 in Engineering News-Record's Top 500 Design Firms (April 2026), #148 in Engineering News-Record's Top 200 Environmental Firms (October 2025) and #38 in Zweig Group's Hot Firm List (June 2026). For additional information about ECS, visit: www.ecslimited.com.

ECS is an Equal Opportunity Employer. To learn more, click here.