Project Administrator

About the Role

We are seeking a highly organized Project Administrator to support our Planning and Design team in delivering impactful projects across our senior living portfolio. This role is ideal for someone who thrives in fast-paced, multi-project environments and enjoys bringing structure, clarity, and momentum to complex initiatives.

You will play a central role in coordinating project timelines, communications, documentation, and workflows — while also helping refine and improve the processes and standards that guide how our team works. If you enjoy both execution and continuous improvement, this position offers meaningful influence and visibility across the organization.

• Manage project intake, setup, and tracking within our project management system.
• Support development of timelines, milestones, and task assignments.
• Assist with RFP processes including scope documentation and bid comparisons.

• Coordinate daily project activities and maintain real-time status updates.
• Track budgets, schedules, and performance metrics.
• Identify risks or roadblocks and help drive resolution.
• Occasionally travel to project sites to support meetings and field coordination.

• Prepare meeting agendas, notes, and project status reports.
• Facilitate internal project meetings and ensure alignment across teams.
• Serve as a consistent point of coordination between internal departments and external partners.

• Help refine and document departmental workflows and templates.
• Recommend efficiency improvements and tool enhancements.
• Contribute to the development of scalable processes and reporting standards.

• Coordinate scheduling, vendor communication, and resource tracking.
• Organize budget tracking and expense documentation.
• Support continuous improvement initiatives and workflow automation efforts.

• Associate or bachelor’s degree in business, Project Management, or related field preferred.
• 2+ years of experience in project coordination or project management support.
• Experience working in multi-project or PMO-style environments.
• Familiarity with project management software (Click Up preferred; Asana, Jira, or MS Project acceptable).
• Ability to travel occasionally for site visits or meetings.

• Exceptional organization and prioritization skills.
• Strong written and verbal communication abilities.
• Proficiency with productivity and collaboration tools (Google Workspace, Microsoft Office, Slack).
• Analytical, detail-oriented, and solution-focused mindset.
• Comfortable documenting workflows and contributing to process improvements.
• Collaborative, proactive, and adaptable work style.

This position offers the opportunity to work at the intersection of planning, design, and operations — helping shape not only individual projects, but also the systems and standards that support a growing portfolio. You’ll gain exposure to cross-functional teams, senior leadership, and a wide variety of project types while building strong project management and process development expertise.