Project Administrator

An established organization is seeking a meticulous and task-oriented professional to support project documentation, contract coordination, and operational consistency across active engagements. This position is part of the Business Operations team and collaborates closely with departments including Contracts, Estimating, and Administration. The right candidate will bring a disciplined approach to file management, form preparation, and communication tracking, and will help ensure projects move forward with accuracy and compliance.

Parking costs will be reimbursed

Work hours are flexible within a fixed daily window, with a start time between 6:00 AM and 9:00 AM.

Hours

Full-time, M-F 40 hours, flexible

Location

Honolulu, Oahu

Pay

$25 an hour

Responsibilities

• Monitor and manage a shared estimating email inbox, downloading, filing, and organizing project-related documents (scopes, fees, contracts, client files, etc.).
• Create and assign tasks for RFQ, RFP, and contract requests; track deadlines and send reminders.
• Set up new project and fee proposal records, folders, and initial data entry.
• Prepare and update proposal templates for new and revised fee proposals.
• Request, file, and track Certificates of Insurance (COIs), sending renewals prior to expiration.
• Maintain up-to-date project phase information in project tracking systems throughout the project lifecycle.
• Assist with preparing invoice schedules, verifying billing details, and formatting invoices.
• Perform project data audits and prepare administrative forms (AHA, APP, etc.) as requested.
• Assist with project-related travel coordination and form completion.
• Support project closeout tasks and record updates.
• Answer and route calls from the main phone line; return missed calls and voicemails.
• Take on miscellaneous projects, special assignments, and other duties as requested by the department lead.

Qualifications

• High school diploma or GED required; Associate degree in Business, Administration, or Contracts preferred.
• 2+ years of administrative, project coordination, or operations support experience (experience in contracts, legal administration, or A/E/C industry preferred).
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with document management tools such as Google Workspace or SharePoint.
• Strong organizational skills, attention to detail, and ability to manage multiple deadlines.
• Professional communication skills (written and verbal) with a collaborative, team-oriented approach.
• Ability to handle confidential and sensitive information with discretion.
• Must meet and maintain Department of Defence security clearance requirements.
• Occasional local travel may be required; valid driver's license, registration, and insurance needed.
• Offer contingent upon passing pre-employment state and federal background check and drug test.