Project Administrator

About the Role

Continuity Global Solutions is seeking a highly organized, detail-oriented, and proactive Project Administrator to provide crucial support to the Senior Vice President of Operations. This role is instrumental in 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 capabilities, meticulous attention to detail, and the ability to juggle competing priorities effectively, complemented by outstanding written and verbal communication skills.

Responsibilities

• Provide direct administrative support to the Senior Vice President of Operations.
• Manage complex calendars, schedule meetings, arrange travel, and coordinate logistics across various time zones.
• Prepare, proofread, 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.
• Oversee staffing trackers, deployment schedules, and personnel files.
• Manage candidate documentation and streamline onboarding processes.
• Support project budget tracking and contribute to financial reporting.
• Monitor project expenditures, comparing actual costs against allocated budgets.
• Generate budget summaries, process expense reports, and maintain financial tracking spreadsheets.
• Liaise with accounting and finance departments on invoices, purchase orders, and project-related expenses.
• Assist in forecasting and budget planning activities.
• Process and track purchase requests, purchase orders, and manage vendor communications.
• Coordinate equipment shipments 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 closely related field is preferred.
• A minimum of 3 years of experience in an administrative, project coordination, operations, or similar role.
• Exceptional written, verbal, and interpersonal communication abilities.
• Strong aptitude for organization and effective time management.
• Demonstrated success in managing multiple projects and meeting 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.
• Robust analytical and problem-solving capabilities.
• A high degree of attention to detail and commitment to accuracy.
• Capacity to work autonomously with minimal supervision, while also being a collaborative team member.

Additional Information

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