Project Administrator - HGA : Job Details

Position Description The Project Administrator / Document Manager performs a variety of tasks to support the Sr. Management, Project Managers (PM), and Relationship Manager (RM) roles in the Baton Rouge office. This position applies standard techniques, procedures, and criteria in tracking project progress with minimal supervision, while also managing project and company documentation in accordance with internal standards and client requirements. This individual serves as the primary point of contact for project cost reporting, scheduling, document control, and other administrative matters, including Client and Opportunity tracking in Vision. The role also encompasses office administration duties such as receiving and assigning visitors, managing supply inventory, coordinating office support vendors and services, and assisting with client reporting. Occasional attendance at business or project-related out-of-office events may be required. Essential Duties and Responsibilities:

• Assist in the writing, formatting, and finalizing of meeting agendas, minutes, and other project documents.
• Create, prepare, and manage proposals, reports, and other technical documents.
• Prepare PowerPoint presentations for meetings and marketing campaigns.
• Coordinate with Project Controls/Project Management to prepare and distribute project status reporting.
• Forecast and track project budgets and reports.
• Assist in coordinating Business Development briefings, marketing campaigns, Vision inputs, activity updates, and opportunity logs.
• Maintain project schedules, event calendars, and project documentation.
• Establish and maintain an organized document management system (both physical and electronic) for all project-related documentation, ensuring version control, accessibility, and compliance with company and client standards.
• Ensure that all project documentation is properly archived at project completion.
• Coordinate document reviews, approvals, distributions, and retrievals, serving as a liaison between project teams and clients for document-related matters.
• Train staff on document management procedures and tools as needed.
• Support project managers and other staff in administrative and document control tasks as directed.

Position RequirementsEducation and/or Experience:

• Minimum of ten years of administrative experience, including budgeting, scheduling, tracking, monitoring, and reporting within projects or programs.
• Experience managing documents in an engineering, construction, or technical environment preferred.
• Experience working independently and collaboratively in a team-oriented environment.
• Familiarity with basic project management and document control practices, methods, and techniques.
• Proficient in MS Windows, MS Outlook, MS Teams, PowerPoint, MS Excel, MS Word.
• Experience with document management systems and Deltek Vision (or similar project tracking and CRM software) preferred.

Skills and Abilities:

• Ability to react promptly and efficiently to shifting priorities, demands, and timelines.
• Ability to effectively prioritize and execute tasks in a high-pressure environment.
• Strong organizational skills with attention to detail in managing both tasks and documentation.
• Strong written and oral communication, interpersonal, and presentation skills.
• Ability to delegate and manage time and resources efficiently.
• Capability to conduct research into project-related issues and products.
• Capability and willingness to learn, understand, and apply new technologies.