Project Administrator

Job Title: Project Administrator

Working Hours : USA hours PST | Office Based Johannesburg, Auckland Park

Our client is on the lookout for a Project Administrator to support a US-based commercial painting and construction business specialising in residential communities, apartment complexes, high-rise buildings, and commercial properties.

This role is ideal for a highly organised, detail-oriented administrator who thrives in a structured, process-driven environment. The successful candidate will play a key role in managing the full bid-to-job lifecycle, ensuring that leads, bids, contracts, change orders, and project communications are accurately captured, tracked, and maintained across multiple systems.

Key Responsibilities

Lead Intake & CRM Administration:

Receive and process incoming bid requests and Requests for Proposals (RFPs) via phone and email.

Capture accurate lead, property, client, scope, and project information in the CRM.

Conduct preliminary account and contact research before assigning opportunities to estimators.

Create and maintain customer accounts, contacts, opportunities, and supporting documentation.

Notify relevant stakeholders of new bids and monitor client contact follow-ups.

Bid Follow-Up & Pipeline Management

Track open bids, submission deadlines, and follow-up activities.

Maintain accurate CRM records, reports, and pipeline trackers.

Coordinate client follow-ups using approved email templates.

Record bid outcomes, capture reasons for lost opportunities, and ensure records remain up to date.

Job & Contract Administration

Set up awarded projects in the accounting and job management system.

Ensure job details, customer information, billing information, cost codes, and contract lines are entered accurately.

Process change orders and ensure updates are reflected across the relevant systems.

Manage Certificates of Insurance (COIs), including requests, distribution, and document filing.

Maintain accurate project records, proposals, correspondence, and supporting documentation.

Project Communication & Reporting

Create project communication groups and distribute relevant job information to team members.

Maintain client-facing project portal pages, including project notices, schedules, and supporting documents.

Export data to Excel and prepare reports on open bids, follow-up activities, and bid outcomes.

Ensure information remains consistent across the CRM, accounting system, project portal, and signed proposals.

Follow established Standard Operating Procedures (SOPs) and escalate exceptions when necessary.

Requirements

At least 2 years of experience in administration, project coordination, CRM administration, or back-office support.

Excellent written and spoken English, with the confidence to communicate professionally with US-based clients and stakeholders.

Strong data-entry accuracy and attention to detail.

Proficiency in Microsoft Excel and Outlook.

Strong organisational and time-management skills, with the ability to manage multiple bids, projects, and deadlines simultaneously.

The ability to follow documented processes, naming conventions, and procedures consistently.

CRM, ERP, and project management systems.

The Ideal Candidate

We’re looking for someone who is methodical, dependable, and highly detail-oriented. You should be comfortable working within established processes, managing a high volume of administrative tasks, maintaining accurate records across multiple systems, and ensuring that no deadlines or follow-ups are missed.

Experience in construction, painting, trades, facilities management, or property services.

Familiarity with CRM platforms such as Infor, Salesforce and HubSpot.

Exposure to accounting or ERP systems such as Sage Intacct, NetSuite, or QuickBooks.

Knowledge of property management, homeowners associations (HOAs), RFPs, change orders, or Certificates of Insurance (COIs).

Previous experience supporting a US-based business PREFERRED.

If you have the relevant experience and are ready to take the next step in your career, we would love to hear from you!