Project Administrative Coordinator

Department : Project Management / OperationsLocation : Mexico 100% Remote

Employment Type : Contract

Reports To : Project Operations Manager or PMO Lead

Summary

The Project Administrative Coordinator provides comprehensive project, accounting, and administrative support to ensure projects are set up accurately, tracked effectively, and closed out on time.

This role maintains the project database (Microsoft Dynamics 365 Business Central) and trackers, coordinates resource assignments and time entry administration, supports purchase-to-pay and order-to-cash activities, and assists Project Managers, Construction Managers, and the Project Management team with day-to-day administrative needs.

The coordinator documents processes, communicates with field teams and subcontractors, and liaises with client managers to keep work moving efficiently and compliantly.

Key Responsibilities

Project Setup & Maintenance : Create, configure, and update projects in Microsoft Dynamics 365 Business Central and maintain project trackers; ensure master data, budgets, WBS / phase codes, and billing rules are accurate.

Resource & Timesheet Administration : Maintain resource assignments in the project database; administer timesheets and resolve time entry issues in the timekeeping system; monitor submissions / approvals and follow up on missing time.

Client Database of Record : Enter and update quoting of approved bids for PO creation; confirm client POs for completed work to facilitate billing and payment; record project milestones and status updates.

Project Accounting (AP / AR) : Create vendor POs and receipts; coordinate vendor invoices for three-way match; create customer sales orders, service orders, and invoices; support accruals, change orders, and revenue recognition inputs per guidance from Finance / PMs.

Administrative Support : Provide day-to-day administrative support to Project Managers, Construction Managers, and the broader PM team (e.g., meeting scheduling, minutes, action logs, document control, RFI / submittal tracking as applicable).

Process Documentation : Draft and maintain standard operating procedures (SOPs), work instructions, and checklists for project administration and accounting workflows; recommend improvements to drive consistency and compliance.

Reporting & Tracking : Prepare weekly / monthly dashboards and KPI summaries (budget vs. actuals, burn rates, PO status, invoice aging, timesheet compliance) using Excel / Power BI or similar tools.

Stakeholder Communication : Coordinate updates with field teams, subcontractors, and client managers; manage shared mailboxes and ticket queues; ensure timely, professional responses and escalation when required.

Compliance & Records : Maintain audit-ready records, file structures, and retention practices; support internal / external audits and ensure adherence to company policies and client contractual requirements.

Other duties as assigned to support successful project delivery.

Qualifications

2+ years of experience in project coordination, project administration, or project accounting; experience in construction, engineering, telecom, field services, or professional services is a plus.

Hands-on experience with Microsoft Dynamics 365 Business Central (or similar ERP such as NetSuite, SAP Business One, Oracle, or Microsoft Dynamics 365 Finance / Projects).

Working knowledge of AP / AR processes, purchase orders, sales orders, invoicing, and basic revenue / cost tracking concepts.

Proficiency in Microsoft Excel (pivot tables, lookups, basic formulas), Word, and PowerPoint; familiarity with SharePoint / Teams and document control best practices.

Experience with time entry / PSA tools (e.g., Dynamics Projects, BigTime, Replicon, Harvest, or similar).

Strong written and verbal communication skills with the ability to liaise effectively with field teams, subcontractors, and client managers.

Excellent attention to detail, organizational skills, and the ability to manage multiple priorities and deadlines.

Process mindset with the initiative to document, standardize, and improve workflows.

Ability to handle sensitive information with discretion and maintain data accuracy and integrity.

Preferred Skills (Nice to Have)

Experience with Power BI or similar reporting / visualization tools.

Knowledge of project scheduling basics and trackers (e.g., Smartsheet, MS Project).

Familiarity with field operations coordination (crews, materials, site readiness).

CAPM®, PMP®, or equivalent project administration coursework / certification.

Education

Associate's or Bachelor's degree in Business, Finance, Accounting, Operations, or a related field; or equivalent experience.