Project Manager Administrator

Project Manager Administrator – Job Description

Position Summary

The Project Manager Administrator is responsible for supporting the planning, coordination, scheduling, documentation, logistics, and administrative execution of Bella CORE projects from initial mobilization through final completion.

This position works closely with Project Managers, on-site and off-site project management personnel, any company managers, Logistics, Warehouse Operations, installation teams, customers, and other internal departments to ensure projects are properly scheduled, materials are available when required, deliveries and installations are coordinated, documentation is completed, and project milestones are accurately tracked.

The Project Manager Administrator serves as a central coordination point between project management, logistics, warehouse operations, installation teams, and the customer and is expected to maintain consistent communication throughout the project lifecycle.

This is an independent position with no physical Bella CORE office to report to on a daily basis. Because the role operates independently, the successful candidate must be highly self-motivated, organized, responsive, and capable of managing responsibilities without continuous direct supervision while still collaborating effectively within a team environment.

Work Environment and Availability

This position is performed in an independent work environment. The employee is expected to maintain a professional and productive workspace that allows them to effectively perform their responsibilities throughout the business day.

The Project Manager Administrator is expected to:

• Be actively available and responsive by cell phone.
• Have regular access to and be available in front of a computer.
• Monitor and respond to project-related communications in a timely manner.
• Be available to communicate with Project Managers, Logistics, Warehouse Operations, installation teams, customers, and other team members as required.
• Maintain a level of responsiveness comparable to that expected in a traditional office environment.

While the majority of work will occur during normal business hours, project schedules, installations, deliveries, customer requirements, or unexpected issues will require availability.

The employee must be able to adjust their schedule when reasonably necessary to support critical project activities, delivery coordination, installation requirements, or project-related exceptions.

Roles and Responsibilities

Project Planning and Installation Coordination

• Collaborate with Company Managers to identify, evaluate, and select the appropriate installation team or teams for each project.
• Assist with project mobilization and initial planning to ensure installation, logistics, material, and scheduling requirements are identified before work begins.
• Maintain communication with Project Managers and installation teams regarding project schedules, changes, requirements, and potential issues.
• Coordinate administrative requirements associated with installation teams and project execution.
• Coordinate the review and approval process for installation team invoices, ensuring required documentation and approvals are received prior to payment processing.

Container and Material Coordination

• Arrange for required containers to be delivered and positioned at the project job site according to the project schedule.
• Coordinate container requirements, delivery dates, placement requirements, and removal or replacement as necessary throughout the project.
• Create shipments for the initial project container load-in.
• Ensure that all ADA-related materials required for the project are included in the initial load-in unless otherwise directed by the Project Manager.
• Verify that material requirements, quantities, shipment information, and project delivery requirements are communicated to the appropriate Logistics and Warehouse personnel.

Packing Lists and Shipment Documentation

• Execute and maintain Bella CORE Packing Lists for project deliveries.
• Ensure packing lists accurately reflect the materials and quantities scheduled for shipment to the project.
• Coordinate with warehouse personnel to resolve discrepancies between scheduled materials, packing lists, and actual materials being shipped.
• Maintain organized project shipment documentation and records throughout the project lifecycle.

Delivery and Logistics Coordination

• Execute booking requests for project deliveries and communicate those requests to the appropriate Logistics associate.
• Coordinate and book project deliveries according to the approved project schedule.
• Maintain continuous communication with Project Management associates regarding delivery dates, shipment status, changes, delays, and exceptions.
• Coordinate with Logistics, Warehouse Operations, installation teams, and Project Management to ensure materials arrive when required to support installation activities.
• Identify potential scheduling or delivery conflicts and communicate them promptly to the appropriate Project Manager.

Warehouse Scheduling

• Coordinate warehouse scheduling for shipments being prepared and released to project sites.
• Communicate project shipment priorities, requested ship dates, delivery requirements, and schedule changes to Warehouse Operations.
• Maintain communication with on-site Project Management regarding warehouse activity, shipment preparation, shipment departure, and anticipated delivery.
• Coordinate changes to warehouse schedules when project conditions, installation schedules, material availability, or customer requirements change.

Project Communication and Coordination

• Serve as an administrative communication link between on-site Project Management, Logistics, Warehouse Operations, company managers, installation teams, and other project stakeholders.
• Maintain consistent and timely communication regarding schedules, deliveries, installations, material requirements, exceptions, and project changes.
• Escalate significant delays, material shortages, scheduling conflicts, installation issues, or other exceptions to the appropriate Project Manager.
• Ensure project information and documentation are maintained accurately and made available to appropriate team members.
• Work collaboratively with team members while also independently managing assigned responsibilities and deadlines.
• Proactively follow up on open items without requiring repeated direction or reminders.

Customer Completion and Project Closeout

• Coordinate the project completion and closeout process with the Project Manager, installation team, and customer.
• Ensure required customer inspections and project completion reviews are performed.
• Confirm with Project Manager that outstanding punch-list items, exceptions, or unresolved issues are documented, communicated, and invoiced (when necessary) before final project closeout.
• Verify that required completion documentation and customer approvals have been received.
• Ensure the project or applicable project phase is properly marked Completed in SupplyPro once all required completion criteria and customer sign-offs have been satisfied.
• Maintain customer completion documentation and other required project closeout records.

Weekly Project Progress and Status Reporting

The Project Manager Administrator is responsible for preparing and distributing a weekly project progress and status report for assigned projects.

The weekly report should include, as applicable:

• Current overall project status.
• Progress against established execution standards.
• Work completed during the previous reporting period.
• Installation progress and completed project milestones.
• Previous week's delivery and installation schedules.
• Upcoming delivery, installation, warehouse, and project schedules.
• Container status and upcoming container requirements.
• Material or shipment status.
• Installation team status.
• Customer sign-offs and outstanding completion documentation.
• SupplyPro project completion status.
• Open issues, exceptions, delays, shortages, or scheduling conflicts.
• Corrective actions being taken to address identified exceptions.
• Items requiring Project Manager or management attention.
• Upcoming project risks, requirements, or decisions that may affect the schedule.

Reports should provide management with a clear understanding of project performance, upcoming activities, identified exceptions, and any actions required to maintain the project schedule.

Minimum Requirements

The following qualifications and capabilities are considered essential requirements of the position.

Independence, Accountability, and Work Style

The successful candidate must:

• Be highly self-motivated and capable of maintaining productivity without continuous supervision.
• Be able to work independently and take ownership of assigned responsibilities.
• Demonstrate strong personal accountability and follow-through.
• Be able to prioritize multiple projects, deadlines, and competing responsibilities.
• Proactively identify tasks that require attention rather than waiting for repeated direction.
• Recognize potential problems, delays, or conflicts and take appropriate action or escalate them before they become larger issues.
• Be comfortable working in an independent environment where daily productivity depends heavily on personal organization, discipline, and initiative.

Teamwork and Communication

The successful candidate must:

• Be able to collaborate effectively with others.
• Work productively in a team environment even though the position is physically independent.
• Communicate clearly and professionally with Project Managers, company managers, Logistics, Warehouse Operations, installation teams, customers, and other stakeholders.
• Maintain professional and timely responsiveness to telephone calls, emails, messages, and other project communications.
• Be comfortable coordinating responsibilities across multiple departments and functional areas.
• Maintain open communication with appropriate team members regarding project schedules, issues, changes, and exceptions.

Availability Requirements

The successful candidate must:

• Be available and immediately responsive.
• Have reliable access to a computer and be able to actively perform computer-based responsibilities.
• Maintain reliable internet and telephone connectivity appropriate for a professional independent work environment.
• Be able to respond to project-related communications immediately.

Microsoft Office and Excel Proficiency

The Project Manager Administrator must be proficient in Microsoft Office applications, with advanced proficiency in Microsoft Excel considered an essential requirement of the position.

This role requires substantially more than basic Excel data entry.

The successful candidate must be able to:

• Create, modify, maintain, and troubleshoot professional Excel workbooks.
• Create and use PivotTables for reporting and data analysis.
• Apply filters and sorting tools effectively.
• Use formulas and functions to automate calculations and eliminate unnecessary repetitive work.
• Understand and properly use relative, absolute, and mixed cell references.
• Create spreadsheets that are easy to update, expand, filter, analyze, and maintain.
• Work comfortably with large data sets.
• Organize data in logical, consistent formats.
• Identify inefficient manual processes that can be improved through Excel formulas, functions, or other built-in tools.
• Review an existing spreadsheet and identify structural or formatting issues that could interfere with analysis, reporting, or future use.

The employee must also understand spreadsheet design and data-structure best practices, including:

• The advantages and disadvantages of merged cells.
• Why merged cells can interfere with filtering, sorting, formulas, PivotTables, copying, and data analysis.
• When merged cells may be appropriate for presentation purposes versus when they should be avoided in working data.
• The impact of placing dates in rows versus columns.
• How spreadsheet orientation affects filtering, reporting, formula construction, PivotTables, and data scalability.
• The importance of consistent column headers.
• The importance of maintaining consistent data types and date formats.
• The difference between designing a spreadsheet for visual presentation and designing a spreadsheet for data management and analysis.
• How to structure data so that Excel can perform calculations and analysis efficiently.
• How to design spreadsheets so that another team member can understand and use them without unnecessary explanation.

A core expectation of this position is the ability to recognize when work is being performed manually that could instead be performed more accurately and efficiently by Excel.

The Project Manager Administrator is expected to use technology intelligently to reduce repetitive work, minimize errors, and improve project reporting and administrative efficiency.

General Technology Requirements

The successful candidate must also:

• Be proficient with Microsoft Outlook and Word.
• Be able to learn and effectively use new software systems.
• Be comfortable working in multiple software platforms during the workday.
• Be able to maintain organized electronic files, records, and project documentation.
• Be able to learn and use project management, logistics, construction, and ERP-related software systems as required.

Preferred Qualifications

The following qualifications are beneficial and may provide a candidate with an advantage, but are not mandatory requirements for consideration.

• Previous experience in the construction industry.
• Experience in commercial construction.
• Experience in multifamily construction.
• Experience with project administration, construction administration, or project coordination.
• Experience coordinating material deliveries, warehouse operations, logistics, or installation schedules.
• Experience with furnish-and-install construction projects.
• Experience with the furnishing and installation of kitchen cabinets.
• Experience with the furnishing and installation of bathroom cabinets or vanities.
• Experience with the furnishing and installation of granite, quartz, or other countertops.
• Familiarity with construction plans, schedules, job-site coordination, punch lists, customer sign-offs, and project closeout processes.
• Experience coordinating subcontractors or installation teams.
• Familiarity with construction material logistics and job-site deliveries.
• Experience using SupplyPro or similar construction or project-management software.
• Experience preparing project status reports or management reporting.
• Experience working in a fully independent professional environment.

Experience in the kitchen and bathroom cabinet and countertop industry is considered a particularly valuable advantage because of the coordination required between manufacturing, warehousing, transportation, delivery, installation, field conditions, punch work, and final project completion.

Performance Expectations

The Project Manager Administrator is expected to:

• Take ownership of assigned responsibilities without requiring continuous oversight.
• Independently identify what needs to be completed and proactively move tasks forward.
• Maintain accurate and organized project documentation.
• Communicate proactively rather than waiting for project issues to escalate.
• Ensure all parties are informed of changes that may affect project execution.
• Maintain accurate project, shipment, scheduling, and completion information.
• Follow established Bella CORE project management, logistics, warehouse, and documentation procedures.
• Identify potential project risks or scheduling conflicts as early as possible.
• Follow projects through completion rather than treating individual shipments or installations as isolated activities.
• Maintain professional communication with customers, installation teams, vendors, and Bella CORE personnel.
• Ensure required customer approvals and completion documentation are obtained before projects are formally closed.
• Maintain accountability for assigned administrative project-management responsibilities from project mobilization through final closeout.
• Use available technology, particularly Excel, to reduce manual work and improve efficiency wherever practical.
• Maintain reliable availability and responsiveness.
• Remain flexible to support project execution.

Key Working Relationships

The Project Manager Administrator will regularly collaborate with:

• Project Managers
• On-Site Project Management associates
• Off-Site Project Management associates
• Company Managers
• Logistics Associates
• Manufacturing Associates
• Warehouse Operations
• Installation teams
• Customers and customer representatives
• Accounting and Accounts Payable personnel
• Bella CORE management

Overall Position Objective

The primary objective of the Project Manager Administrator is to ensure that Bella CORE projects remain organized, properly documented, effectively communicated, and coordinated from initial project mobilization through final customer sign-off and completion in SupplyPro.

The position is responsible for helping ensure that the right materials, installation resources, documentation, and information are available at the right time so that projects can be executed efficiently, exceptions can be addressed promptly, and customers receive a consistent and professional Bella CORE project experience.

Success in this position requires an individual who can operate effectively in an independent environment, work independently, collaborate with multiple team members and departments, communicate proactively, use technology efficiently, and take ownership of responsibilities through final completion.

Pay: From $40,000.00 per year

Experience:

• SupplyPro/Hyphen Solutions software: 3 years (Preferred)
• Meistertask: 1 year (Preferred)
• Microsoft Excel: 5 years (Required)

Work Location: Remote