Project Administrator

Position Overview

Continuity Global Solutions is seeking a highly organized, detail-oriented, and proactive Project Administrator to support the Senior Vice President of Operations. This role is crucial for coordinating and managing multiple international projects, acting as a key liaison between operations, finance, and project management teams. The ideal candidate will excel in a dynamic setting, demonstrating strong organizational skills, meticulous attention to detail, and the capacity to juggle various priorities effectively, alongside excellent written and verbal communication abilities.

Responsibilities

• Provide direct administrative support to the Senior Vice President of Operations.
• Manage calendars, schedule meetings, and arrange travel for executives across different time zones.
• Prepare, review, and edit professional correspondence, official documents, and operational reports.
• Safeguard confidential records and sensitive company information.
• Facilitate the planning, coordination, and execution of both domestic and international projects.
• Monitor project progress, track key milestones, deliverables, staffing needs, and deadlines.
• Maintain comprehensive project documentation, databases, and operational records.
• Manage staffing trackers, deployment schedules, and personnel files.
• Oversee the coordination of candidate documentation and necessary onboarding procedures.
• Support project budget tracking and contribute to financial reporting.
• Monitor project expenses, comparing actual costs against allocated budgets.
• Generate budget summaries, process expense reports, and create financial tracking spreadsheets.
• Liaise with accounting and finance departments regarding invoices, purchase orders, and project-related expenditures.
• Assist in forecasting and budget planning activities.
• Process and track purchase requests, purchase orders, and manage vendor communications.
• Coordinate the shipment of equipment and maintain inventory records.
• Ensure organized electronic and physical filing systems are maintained.
• Undertake additional duties and special projects as required.

Requirements

• A Bachelor's degree in Business Administration, Project Management, Finance, or a related discipline is preferred.
• A minimum of 3 years of experience in an administrative, project coordination, operations, or a similar capacity.
• Exceptional written, verbal, and interpersonal communication skills are essential.
• Demonstrated strong organizational and time-management capabilities.
• Proven track record of successfully managing multiple projects and deadlines concurrently.
• Advanced proficiency in the Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Experience in maintaining spreadsheets, generating reports, and utilizing tracking systems.
• Strong analytical and problem-solving aptitude.
• A high degree of attention to detail and accuracy is required.
• Ability to work autonomously with minimal supervision, while also being an effective team collaborator.

Additional Information

• Familiarity with international operations, government contracting, or security-related projects is advantageous.
• Previous experience supporting senior executives or operational leadership is a plus.
• Experience with project budgeting, financial tracking, or cost reporting is beneficial.