Senior Project Administrator

Engineering Consulting Service; Waukesha (WI); On-site; USD 55,000 - 85,000; Full time

Job summary

ECS Group of Companies is seeking an experienced project administrator to manage project paperwork, scheduling, invoicing, and stakeholder coordination. You will mentor junior staff and coordinate cross-functional teams to ensure timely delivery of client projects.

The role emphasizes strong communication skills, leadership, and the ability to manage multiple tasks in a consulting environment. Equal opportunity employer at ECS.

Qualifications

• Bachelor of Business or related field preferred
• 4 years of related experience
• Valid driver’s license if driving for ECS subsidiary
• 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 in MS Office
• Ability to work in teams and independently
• Excellent interpersonal skills
• Strong leadership and decision making skills
• Understanding of prioritizing urgent work in consulting

Responsibilities

• Manage administrative tasks for projects including proposals, registrations, invoicing setup, resource coordination, and more.
• Assist junior staff with issue resolution.
• Coordinate project resources and maintain schedules and budgets using ECS systems.
• Mentor junior staff and support team development.
• Coordinate project meetings and address administrative and client issues as needed.
• Serve as central contact for client-facing project communications and assist with budget management and invoices.
• Prepare change orders and invoices; manage collections efforts.
• Host or participate in project discussions with clients and follow up on reports.
• Collaborate with managers on staffing decisions as requested.

Skills

Communication

Project management

Leadership

Multi-tasking

Detail-oriented

Dependable

Team collaboration

Client interaction

Education

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 deadlinesProficient 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.