Project Administrator
Enginuity Global
Full-time
On-site
Baton Rouge, Louisiana, United States
Overview
Job Title: Project AdministratorExperience: 5+ years administrative role
Location: Baton Rouge, LA (Possible Hybrid/Remote options)
Schedule: Full-time
Travel: N/A
Salary: Starting at $45,000, depending on experience
Classification: Exempt
Job Description
We are seeking a detail-oriented and initiative-taking Project Administrator to join our Field Services division. This role will primarily focus on providing administrative support to the Field Services division. Strong emphasis on timekeeping, invoicing, and assisting in managing the schedules of all managers within the division. This role is critical in ensuring the smooth and efficient operation of divisional activities while maintaining an elevated level of accuracy and professionalism in all tasks.Responsibilities
- Accurately record and maintain timekeeping records for divisional employees, including tracking regular hours, overtime, per diem, mileage, travel and paid time off using timekeeping software or spreadsheets.
- Generate and process invoices for services provided by the division, ensuring accuracy in billing information, rates, and service descriptions. Coordinate with the accounting and finance team to resolve any billing discrepancies or issues.
- Assist divisional managers when needed in managing their schedules, including arranging meetings, coordinating appointments, and prioritizing tasks to optimize productivity and efficiency.
- Coordinate and work closely with the operations team to onboard newly hired employees with a focus on ensuring they complete orientation and all compliance trainings and site requirements.
- Maintain and update calendars with important dates, deadlines, and events, ensuring all team members are informed and prepared for upcoming activities.
- Organize and maintain electronic and physical filing systems for documents, reports, and records, ensuring easy accessibility and confidentiality as needed.
- Draft, edit, and proofread correspondence, memos, and emails on behalf of managers, ensuring clear and professional communication with internal and external stakeholders.
- Coordinate travel arrangements for employees, including booking flights, hotels, rental cars, and other travel logistics, and preparing travel itineraries.
- Assist employees with preparing and submitting expense reports, ensuring compliance with company policies and procedures, and following up on reimbursement status as needed.
- Provide logistical support for meetings and events, including room reservations, catering arrangements, virtual meetings, audiovisual setup, and preparation of meeting materials.
- Assist with special projects and initiatives as assigned by managers, including research, data analysis, and presentation preparation.
Skills
- High school diploma or equivalent; associate or bachelor’s degree in business administration or related field preferred.
- Proven experience in administrative support roles, preferably in a technical or engineering environment.
- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and experience with timekeeping and invoicing software.
- Strong organizational skills with the ability to prioritize tasks and manage time effectively.
- Excellent attention to detail and accuracy in data entry and record-keeping.
- Effective communication skills, both written and verbal, with the ability to interact professionally with all levels of staff and external contacts.
- Ability to maintain confidentiality and manage sensitive information with discretion.
- Flexibility to adapt to changing priorities and work independently with minimal supervision.
Requirements
- 5+ years of project administrative experience
- Stable work history
- Must be legally eligible to work in the US. Sponsorship is not available
- Must be able to pass a drug and alcohol screening
- Must have a valid driver’s license
Physical Requirements and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.While performing the duties of this position, the employee is regularly required to talk or listen. The employee frequently is required to use hands or fingers, daily use of a computer while performing work in an office setting. The employee is required to stand; walk; sit; reaching with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.
Benefits
- Medical, dental, and vision benefits with company contributions
- Health Savings, Flexible Spending-healthcare/dependent care accounts
- Retirement plan with additional contributions
- Generous paid time off policy, flexible paid holidays
- Short & Long-term disability
- Company-paid group life & voluntary life insurance options
- EAP (Employee Assistance Program)
- Rewarding career with growth potential and opportunities
About Us
Enginuity Global LLC provides process automation services and innovative environmental and safety products to industrial facilities. We are a young company, with immense growth potential. Joining our team gives you experience in top-performing industrial facilities across the US, in the fastest growing markets in the country. We are looking for self-motivated, passionate, and hard-working professionals to grow our company.Equal Employment Opportunity
Enginuity Global provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.