Edwardsport

Knox County

Indiana

United States

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Contract Administrator

contract administrator

Contract Administrators

Project managers may have a wide variety of tasks, depending on the industry they work in and the project they are pursuing. These are some of the most common duties that project administrators have:

Meeting administration

Meetings are an important part of business operations that facilitate open communication. They allow teams to plan projects, receive updates, assign tasks, discuss challenges and remain coordinated throughout the project lifecycle. When planning meetings, the project manager and the project administrator work closely together. The manager usually determines when meetings are necessary and decides what they will address, while the project administrator takes care of scheduling, manages communications, secures resources and finds venues.

Another important task for project administrators is meeting documentation. They often record minutes during meetings and take additional notes. After meetings conclude, project administrators often compile these notes and send them to team members to ensure follow-up and to inform employees who weren't able to attend of the proceedings.

Related: Coordinator vs. Administrator: What's the Difference?

Process documentation

Process documentation involves managing all the paperwork that a project requires. This is a task that project managers and project administrators often share. Process documentation involves writing, sharing editing, filing, updating and storing important documents and requires excellent organizational and written communication skills. These are some of the process documentation tasks that a project administrator might have:
- Preparing contracts
- Creating and editing workflows
- Sharing documents with stakeholders and internal teams
- Recording project progress and performance metrics
- Recording budgets and expenditures
- Documenting meetings
- Maintaining and updating a project calendar
- Processing purchase orders and invoices

Hiring contractors

In some cases, a project might require companies to hire external contractors to provide specialized services. Although project managers usually determine when contractors are necessary, project administrators often facilitate the contracting process. This may include drafting and managing contracts, documenting contractor work, developing budgets for contract work and facilitating payments.

Related: Leader vs. Administrator: What's the Difference?

Task tracking

Most projects comprise hundreds or thousands of small tasks that ensure their success. One of a project administrator's most important duties is to work with the project manager to track tasks and ensure their completion. Project managers often determine what tasks are necessary for project completion and ensure that team members contribute, while project administrators monitor progress and task completion.

Before a project begins, project administrators may help the project manager determine what tasks are necessary and compile a project outline and schedule. As the project continues, they can then track progress towards goals and inform team members if they are behind schedule or missing tasks. Many companies now use project management software tools to streamline their initiatives, and familiarity with these platforms is often important for project administrators. Project management tools can also help project administrators collect data on project success that they can report to company leaders.

Related: Everything You Need To Know About Project Controls

Resource management and budgeting

One of a project administrator's most important tasks is to secure the resources necessary for project completion. They often work closely with project managers to determine what resources are necessary and may be responsible for ordering supplies and handling invoices. Project administrators may also help managers develop budgets and track expenses as they occur throughout the project lifecycle.

Throughout the course of a project, the administrator's most important resource management task is to ensure that team members stay within the planned budget. If they notice overspending, they can advise the project manager and secure a reduction in spending or a budget revision. In some cases, project administrators may be in charge of a resource management plan. This is a guide that project managers can use to allocate and control financial and other resources.

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Senior Contract Administrator

Junior Contract Administrator