Administrative Specialist- Project Coordination

Administrative Specialist – Project Coordination

Department: Administration
Location: Manteno, Illinois
Position Type: Full-Time
Reports To: Senior Office Manager

Position Summary

The Administrative Specialist (Project Coordination) supports the planning, coordination, tracking, and completion of administrative, facilities, and operational projects.

The ideal candidate is organized, proactive, detail-oriented, and capable of coordinating multiple projects and priorities in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

1. Project Planning and Coordination

• Coordinate assigned administrative, facilities, and operational projects from planning through completion.
• Work with management to establish project objectives, timelines, milestones, and responsibilities.
• Develop and maintain project schedules, task lists, action-item trackers, and completion deadlines.
• Coordinate project meetings, vendor discussions, and required follow-up activities.
• Monitor project progress and follow up with responsible parties on outstanding tasks.
• Identify delays, scheduling conflicts, and resource needs, escalating significant issues to the Senior Office Manager.
• Support multiple projects simultaneously while managing deadlines and changing priorities.

1. Project Tracking and Reporting

• Maintain a centralized tracker for all assigned projects.
• Track project status, priorities, assigned responsibilities, deadlines, budgets, outstanding items, and next steps.
• Prepare regular project updates highlighting progress, upcoming deadlines, delays, and items requiring management attention.
• Monitor overdue tasks and follow up to ensure timely completion.
• Maintain records of completed milestones, decisions, and outstanding obligations.
• Coordinate project closeout documentation and confirm completion of assigned deliverables.

1. Cross-Functional and Stakeholder Coordination

• Coordinate project activities with Administration, Facilities, HR, Finance, Procurement, IT, Safety, Security, Operations, and other departments.
• Communicate project schedules, responsibilities, deadlines, and updates to relevant stakeholders.
• Organize meetings, prepare meeting notes, and track assigned action items.
• Follow up with internal departments and vendors to obtain information, approvals, and required deliverables.
• Maintain professional relationships and support effective communication between project participants.
• Escalate unresolved issues or missed commitments to the Senior Office Manager.

1. Vendor and Contractor Coordination

• Coordinate vendor and contractor activities for assigned projects.
• Request quotes, collect proposals, and organize supporting documentation.
• Schedule vendor visits, installations, inspections, deliveries, and service appointments.
• Monitor vendor commitments, completion dates, and outstanding work.
• Verify service completion and follow up on deficiencies or delays.
• Coordinate personnel, equipment, materials, and supplies needed for project activities.
• Maintain vendor records, agreements, invoices, and project correspondence.
• Follow established purchasing and approval procedures.

1. Facilities Coordination and Office Operations

• Support facilities improvements, office expansions, workspace changes, and administrative operational projects.
• Coordinate office moves, furniture installations, equipment relocations, and workspace reconfigurations.
• Assist with scheduling contractors, deliveries, maintenance services, and facilities-related activities.
• Monitor assigned facilities projects and follow up on outstanding work orders and service requests.
• Coordinate with internal departments to minimize disruptions to daily operations.
• Assist with office organization, workspace planning, and operational improvements as assigned.
• Report facility concerns, project delays, and service issues to the Senior Office Manager.

1. Project Budget and Expense Tracking

• Track approved project budgets, purchasing requests, quotes, invoices, and expenses.
• Maintain accurate records of committed and actual project costs.
• Monitor expenses and identify potential budget overruns or discrepancies.
• Coordinate invoice documentation and approval routing with Finance and Procurement.
• Prepare project expense summaries and supporting reports.
• Identify opportunities to reduce costs and improve resource utilization.
• Follow company purchasing policies, spending limits, and approval requirements.

1. Project Documentation and Process Improvement

• Maintain organized project files, schedules, reports, meeting notes, approvals, and completion records.
• Develop and update project trackers, checklists, templates, and reporting tools.
• Document changes to project schedules, responsibilities, budgets, and deliverables.
• Monitor project risks, unresolved issues, and outstanding approvals.
• Support development of standard operating procedures and administrative process improvements.
• Maintain confidentiality of business, financial, and project information.
• Complete additional administrative and operational projects assigned by management.

1. Travel Coordination and Management

• Coordinate domestic and international travel arrangements for employees, including large groups of 15 or more traveling for training, business meetings, and company activities.
• Research and coordinate airline reservations, hotel accommodations, ground transportation, and other travel-related services to ensure cost-effective and efficient arrangements.
• Manage relationships with local hotels, including negotiating corporate rates, coordinating group accommodations, resolving service issues, and maintaining preferred hotel partnerships.
• Serve as the primary point of contact for corporate travel vendors, including RouteSpring and GTT Travel, to coordinate reservations, itinerary changes, cancellations, and travel-related requests.
• Manage travel modifications, refunds, exchanges, credits, and additional charges, including baggage fees, seat upgrades, and other travel expenses.
• Review and reconcile travel invoices, booking confirmations, refunds, credits, and additional charges to ensure billing accuracy.
• Identify opportunities to improve travel coordination processes, reduce costs, and strengthen vendor performance and service quality.

1. Teamwork and Cross-Coverage

• Assist Administration team members during absences, high-volume periods, special events, and competing priorities.
• Provide support with administrative operations, facilities coordination, meetings, events, and other departmental responsibilities as needed.
• Communicate effectively, share project information, and coordinate responsibilities to ensure timely completion of work.
• Maintain accountability for assigned projects while remaining flexible and supportive of overall department needs.
• Assist with additional administrative responsibilities and special projects as directed by management.

Qualifications and Requirements

• Bachelor's degree or equivalent combination of education and relevant experience preferred.
• Minimum of 3–5 years of experience in project coordination, administration, facilities operations, or related work.
• Experience coordinating multiple projects, vendors, schedules, and deadlines.
• Proficient in Microsoft Office, especially Excel, PowerPoint, Word, and Outlook.
• Strong communication, organization, and multitasking skills.
• Ability to maintain project trackers, prepare reports, and monitor budgets.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and manage competing priorities.
• Professional, dependable, discreet, and collaborative.
• Maintains confidentiality, sound judgment, and respectful workplace conduct.

Key Competencies

• Project planning and coordination
• Project tracking and reporting
• Organization and time management
• Vendor and stakeholder coordination
• Facilities and office operations
• Budget and expense tracking
• Problem-solving and initiative
• Documentation and attention to detail
• Professional communication
• Teamwork and accountability

Performance Expectations

Performance will be evaluated based on:

• Project Coordination: Timely completion of assigned milestones, deliverables, and project activities.
• Project Tracking: Accurate project trackers, schedules, status updates, and follow-up on outstanding tasks.
• Communication and Coordination: Effective communication with management, departments, vendors, and project stakeholders.
• Vendor and Facilities Support: Timely scheduling, coordination, and follow-up of contractors, installations, facilities projects, and service providers.
• Budget and Cost Control: Accurate expense tracking, invoice documentation, and compliance with approved budgets and purchasing procedures.
• Documentation and Compliance: Complete project records, timely reporting, confidentiality, and adherence to company procedures.
• Teamwork and Cross-Coverage: Willingness to assist Administration team members, share information, and support department priorities.
• Reliability and Professionalism: Consistent follow-through, proactive problem-solving, accountability, and professional workplace conduct.

Work Environment

This position operates primarily in an office environment within a manufacturing facility and requires regular coordination with internal departments, vendors, contractors, and management.

Responsibilities may include visits to facilities, project sites, office areas, and vendor locations. Schedule flexibility may be required to support installations, office moves, project deadlines, vendor activities, and time-sensitive operational needs.