Project Administrator

4 weeks ago

Nashville TN, United States MJM Architects Full time

Full-Time/ Exempt
Reports to: Client Manager/ VP (Team Leader)
For nearly 40 years, MJM has partnered with leading Fortune 500 retailers, developers, and service providers to design purposeful, meaningful, and engaging spaces across the United States.
We are seeking a highly organized and proactive Project Administrator to play a critical role supporting our client teams in planning, coordinating, and delivering successful architectural and engineering projects. This role is responsible for managing administrative workflows across the project lifecycle, including budgeting, billing, project setup, scheduling, and financial tracking.
This position offers the opportunity to gain hands-on experience in project coordination and operations within a non-client facing role in the architecture, engineering, and construction (AEC) industry with opportunities for internal growth and advancement.
Create | Project Setup & Documentation
Create and maintain project records in internal systems (ERP, CRM, scheduling).
Support contract administration: assist in drafting scopes, budgets, and schedules for proposals and additional service requests.
Budget | Billing & Financial Support
Create and update project budgets and forecasts with input from Project Managers.
Monitor and track project budget vs. actual performance and proactively flag deviations.
Assist and coordinate with accounting on billing, invoice and expense processing, and time-entry compliance. Perform light bookkeeping and project accounting.
Plan | Scheduling & Workflow Support
Maintain and update project schedules in collaboration with production teams.
Track project timelines, key deliverables and milestones to ensure deadlines are met
Prepare project status reports for PMs, Client Managers, or VPs.
Support bi-weekly project reviews and help maintain compliance with internal project delivery standards.
Communicate with internal teams and external partners to gather information and provide project updates.
Support | Administrative & Team Organization
Support onboarding of new team members within client groups as needed.
Contribute to continuous improvement initiatives around project delivery.
Identify and resolve administrative issues that may impact project progress.
Bachelor's degree in architecture, engineering, construction management, business administration, or a related field. 1–3 years of experience in a project support, operations support, or administrative role, preferably in the AEC industry.
~ Strong computer skills, including Microsoft Word, Excel, and Outlook.
~ Experience with project management or ERP software (e.g., Basic understanding of project budgets, schedules, and contract documents.
~ Comfortable managing multiple tasks and shifting priorities in a fast-paced environment.
~ Experience with proposal or RFP writing is a plus.

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