Project Administrator

Company: Mid-State Machine
Location: Van Wert
Posted on: February 18, 2026

Job Description:

Job Description Job Description Job Summary: The Project Administrator plays a vital role in ensuring the efficient management and execution of projects by maintaining accurate records, facilitating communication, and adhering to company policies and confidentiality standards. This position involves handling contract values, budgets, change orders, and project forecasts while monitoring project progress and ensuring compliance with internal and external guidelines. Key Responsibilities: Creation and maintenance of all contract values and budgets. Input and maintain change orders and change order requests. Monitor project progress throughout the life of the project. Independently pull inventory jobs, transfer material, ship, and proceed to close. Prepare and submit budget estimates, track cost, and monitor financial progress. Ensure budgets reflect proper scope of work and correspond with appropriate proposal. Monitor and filter emails in order of urgency, ensuring that all issues are appropriately addressed within defined time frame. Receive material per packing slips as delivered to the warehouse. Create pick tickets and shipping documentation, following up with transportation to ensure that all jobs are picked up and delivered on time. Work with multiple departments to advance and close jobs. Receptive to multiple personalities, and job approaches, working to obtain a similar goal. Input and maintain project forecasts. Secure all necessary approvals and ensure that standard company procedures are followed. Complete reporting per job status for Account Manager deviation. Communicate with Project Controllers and Managers when flags arise to clear them. Comply with confidentiality for Customer information and Invoicing Guidelines. Verify accuracy of billing data and revise any errors. Prepare itemized statements, bills, or invoices and record amounts due for items purchased or services rendered. Perform bookkeeping work, including posting data or keeping other records concerning costs of goods or services or the shipment of goods. Operate typing, adding, calculating, or billing machines. Resolve discrepancies in job cost accounting records. Contact customers to obtain or relay account information. Review documents, such as purchase orders, sales tickets, charge slips, or time sheets, to compute fees or charges due. Keep records of invoices and support documents. Monitor equipment to ensure proper operation. Fix minor problems, such as equipment jams, and notify repair personnel of major equipment problems. Consult sources, such as rate books, manuals, or company representatives, to determine specific charges or information such as rules, regulations, or government tax and tariff information. Track accumulated hours and dollar amounts charged to each client job to calculate client fees for professional services, such as legal or accounting services. Update manuals when rates, rules, or regulations are amended. Compute credit terms, discounts, shipment charges, or rates for goods or services to complete billing documents. Answer inquiries regarding rates, routing, or procedures. Compile reports of cost factors, such as labor, production, storage, and equipment. Create billing documents, credit memorandums, or credit forms. Education: High School Diploma or GED, with 1 years of experience in billing or an Office Administration role, is required. Will also consider a bachelor’s degree in an applicable study area (such as Business or Accounting.) with no experience. Knowledge, Skills & Abilities: Excellent Time Management and Organizational skills. Managing one's own time and the time of others. Developing goals and plans to prioritize, organize, and accomplish your work. Strong sense of urgency and ability to prioritize a high-volume task. Proficiency with Outlook, Excel and Word. (Or desire and capability to become proficient.) Above average Communication Skills required. Communicating clearly via phone, in written form, e-mail, or in-person. Excellent Attention to Detail - being careful about detail and thorough in completing tasks. This position has access to sensitive information. Must always be honest and ethical and always operate with a high-level of integrity. Work Location and Travel: Location is at 1171 Grill Road, Van Wert, Ohio 45891 Must be willing and able to work overtime - nights, weekends and holidays, when necessary. Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Requirements: Talk/Hear: Must have the ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in presentations, meetings and one-one dialogues. Stand/Sit: Frequently sits or stands to perform administrative tasks, review and input data into systems, communicate with team members or clients, and operate office equipment such as computers, calculators, or billing machines. Walk: Occasionally required to attend meetings, deliver documents, coordinate with team members across departments, inspect project-related activities, or retrieve files and supplies as needed. Use hands/fingers to handle or feel: This is a largely sedentary role; however, while performing the duties of this job, the employee will be frequently required to use hands to finger, handle, or feel objects, or controls; reach with hands and arms. Climb: Stoop, kneel, crouch or crawl: This position will require occasional standing, walking, balancing, stooping, kneeling, and crouching. See: Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Carry, Weight, Lift: Must be able to occasionally lift or move up to 10 pounds. Exposure to work: Primarily works in an office environment with minimal exposure to adverse conditions. Occasionally, the role may involve visiting other company locations or attending off-site meetings or training sessions.

Keywords: Mid-State Machine, Portage , Project Administrator, Accounting, Auditing , Van Wert, Michigan