Project Administrator

Overview 

As a Project Administrator at EPOSD, you will provide administrative support for fire alarm, fire suppression, and fire extinguisher projects. You will be responsible for coordinating project schedules, managing documentation, facilitating communication between stakeholders, and ensuring that all project-related activities run smoothly. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. 

Job Duties 

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Project Coordination & Support 

• Assist Project Managers with scheduling and resource allocation to ensure timely completion of projects. 

• Coordinate with vendors, clients, and internal teams to ensure that project requirements are met. 

• Prepare and organize all necessary documentation, such as contracts, change orders, and specifications. 

• Track project progress and milestones to ensure deadlines are met. 

• Maintain punch list updates and ensure completion of outstanding tasks. 

Documentation Management 

• Maintain accurate and up-to-date project files, including drawings, permits, and regulatory compliance records. 

• Ensure all project documentation is completed and filed in a timely manner. 

• Prepare and manage project-related reports, including weekly progress reports, change orders, and inspection logs. 

• Keep up with technician daily reports. 

• Maintain and keep job folders organized. 

• Organize and track project submittals, approvals, and client communications. 

Communication & Coordination 

• Act as the primary point of contact for project-related inquiries from clients, vendors, and internal teams. 

• Facilitate smooth communication between Project Managers, technicians, engineers, and clients. 

• Coordinate with the Managing Director and Project Managers to provide weekly progress updates and report any issues or changes in scope. 

• Support the coordination of meetings, both internal and with clients, to ensure clear communication and alignment on project goals. 

Schedule & Project Hour Tracking 

• Assist in developing and updating project schedules in coordination with the Project Manager. 

• Ensure that all team members are aware of their tasks and deadlines. 

• Track project timelines, ensuring that projects stay on schedule and that any delays or challenges are addressed proactively. 

• Maintain accurate tracking of project hours and report accumulated work hours. 

• Review Weekly timesheets and confirm technicians time accurately reflects the schedule. 

Budget, Billing & Financial Support 

• Assist in tracking project budgets and expenditures to ensure that projects stay within financial guidelines. 

• Prepare purchase orders, track invoicing, and ensure that costs are accounted for accurately. 

• Assist in developing cost reports and managing project financial documentation. 

• Support the billing process by reviewing invoices and ensuring accuracy before submission. 

Compliance & Quality Control 

• Ensure that all projects are compliant with industry standards, including NFPA codes and local regulations. 

• Maintain and track safety protocols and ensure that all required documentation is completed for compliance purposes. 

• Support quality control measures by assisting with site inspections and tracking project quality metrics. 

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Team Collaboration 

• Work closely with the Project Manager and other administrative staff to ensure project success. 

• Provide support to field teams, ensuring that they have the necessary resources and information to complete tasks. 

• Assist with project training and development, ensuring that all team members are aligned with project goals and procedures. 

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Administrative Tasks 

• Provide general administrative support to the project team, including preparing reports, organizing project files, and handling day-to-day office needs. 

• Monitor and manage office supplies and project materials, ensuring that inventory is kept up to date. 

• Ensure that all required project documentation is submitted on time, including contracts, permits, and regulatory filings. 

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Minimum Requirements: 

• 3-5 years of experience in project administration or related field. 

• Strong organizational and communication skills. 

• Ability to manage multiple projects simultaneously. 

• Proficiency with Microsoft Office Suite and project management software (e.g., Procore, CRM, Excel MS Project). 

• Desired: Knowledge of fire and life safety systems (fire alarm, fire suppression, and fire extinguisher systems) is a plus. 

• Desired: Familiarity with industry regulations, such as NFPA codes and local building codes. 

This role requires excellent organizational skills, the ability to juggle multiple tasks, and strong attention to detail. If you're ready to contribute to the success of EPOSD through administrative support, we welcome you to apply! 

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