Use this Project Administrator job description template as part of your hiring process to attract qualified candidates for your open positions.
What is a project administrator?
A project administrator is a professional who coordinates project activities, manages schedules, and ensures project deliverables are completed on time and within budget. They break projects into tasks, create workflows, and provide documentation to internal teams and stakeholders.
What does a project administrator do?
A project administrator is responsible for scheduling meetings, recording decisions, and breaking projects into manageable tasks. They create and update workflows, analyze risks, and prepare documentation. They also monitor project progress, address issues, and coordinate quality controls. Additionally, they act as the point of contact for all project participants and track project performance.
Project Administrator responsibilities include:
- Scheduling regular meetings and recording decisions (e.g. assigned tasks and next steps)
- Breaking projects into doable tasks and setting timeframes
- Creating and updating workflows
We are looking for a Project Administrator to coordinate project activities, including simple tasks and larger plans. You will manage schedules, arrange assignments and communicate progress to all team members.
Project Administrator responsibilities include preparing action plans, analyzing risks and opportunities and gathering necessary resources. For this role, you will work with a team of Project Managers and Project Coordinators, so good communication and collaboration skills are essential.
Ultimately, you will ensure our projects meet quality standards and are completed on time and within budget.
- Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
- Break projects into doable tasks and set timeframes and goals
- Create and update workflows
- Conduct risk analyses
- Prepare and provide documentation to internal teams and key stakeholders
- Order resources, like equipment and software
- Retrieve necessary information (e.g. user/client requirements and relevant case studies)
- Track expenses and predict future costs
- Monitor project progress and address potential issues
- Coordinate quality controls to ensure deliverables meet requirements
- Measure and report on project performance
- Act as the point of contact for all participants
Requirements and skills
- Work experience as a Project Administrator, Project Coordinator or similar role
- Hands-on experience with flowcharts, technical documentation and schedules
- Knowledge of project management software (e.g. Trello or Microsoft Project)
- Solid organization and time-management skills
- Team spirit
- BSc in Business Administration or related field
- PMP / PRINCE2 certification is a plus
Frequently asked questions
- What does a project administrator do?
- A project administrator schedules meetings, breaks projects into tasks, creates workflows, analyzes risks, and monitors project progress.
- What are the duties and responsibilities of a project administrator?
- The duties of a project administrator include scheduling meetings, recording decisions, creating workflows, preparing documentation, monitoring project progress, and coordinating quality controls.
- What makes a good project administrator?
- A good project administrator has solid organization and time-management skills, knowledge of project management software, and the ability to work well in a team.
- Who does a project administrator work with?
- A project administrator works with a team of project managers, project coordinators, internal teams, and key stakeholders.
- What skills should a project administrator have?
- A project administrator should have experience in project administration or coordination, proficiency in project management software, strong organization and time-management skills, and effective communication and collaboration abilities.