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

• Maintain project records by creating files, tracking phases, and ensuring accurate data entry from initiation through completion
• Organize and archive critical project documents and communications including scopes, fees, and contractual materials
• Support the development of fee proposals and bid packages in collaboration with internal team leads
• Submit and track Certificates of Insurance and supplemental forms such as W-9s, AHA templates, and QC documents
• Package relevant project materials for internal teams to support cost estimating and planning
• Assist in contract coordination and communication with subcontractors, vendors, and partners
• Track and manage access requirements such as base passes or clearance documentation
• Provide clients with verified hour logs upon approval from the department manager
• Assist in preparing project invoicing schedules and perform related data verifications
• Take on assigned tasks and special projects as requested by the department lead

Qualifications

• 2+ years of administrative, project coordination, or operations support experience
• Highly detail-oriented with a focus on task completion and accuracy
• Comfortable with structured work environments and repeatable processes
• Proficient in Microsoft Office (especially Outlook, Word, and Excel)
• Strong document management and organizational skills
• Effective communicator with a professional, team-first attitude
• Able to handle confidential data and maintain discretion
• Offer contingent upon passing pre-employment state and federal background check and drug test.