Senior Project Administrator

ECS Midwest, LLC; Waukesha (WI); On-site; USD 45,000 - 70,000; Full time

Job summary

ECS Group of Companies in Wisconsin seeks a detail-oriented Project Administrator to manage project paperwork, invoicing setup, proposals, registrations, and scheduling to keep projects on track.

The role mentors junior staff, coordinates client communications, prepares change orders, tracks budgets, and collaborates with management on resource allocation and staffing decisions. Excellent communication, strong MS Office skills, and the ability to multi-task are essential.

Qualifications

• 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.

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.

Skills

Project management

Contract administration

Leadership

Communication

Multitasking

Detail-oriented

Interpersonal skills

Client interaction

Team collaboration

Education

High school diploma or GED

Bachelor of Business or related field

Tools

MS Office

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.

Qualifications

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

About Us

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, clickhere.