Assistant Projects Administrator in Shelbyville, Il

Position/Job Title: Assistant Projects Administrator

Company/Department: Edwards Moving & Rigging / Sales & Projects
Reports To: Projects Administrator

Salary/Wage: $18 to $25 per hour, depending on experience
Job Status: Non-Exempt (Hourly)/Part-Time

Position Summary

The Assistant Projects Administrator provides administrative support to the Projects Administrator, Sales, and Project Management teams by assisting with project setup, documentation, and coordination tasks. This role focuses on maintaining organized records, supporting compliance and reporting processes, and ensuring accurate communication across departments.

This position is ideal for someone developing their skills in project administration while working in a fast-paced, detail-driven environment.

Duties and Responsibilities

Project Administration Support

• Assist with creating and maintaining job files (electronic and hard copy), including job number setup and data entry.
• Support the organization and filing of project documentation such as contracts, purchase orders, insurance certificates, and bid packages.
• Ensure documentation is properly filed and accessible for Project Managers and Sales staff.
• Assist with project closeout documentation and record retention.

Prequalification, Licensing, and Compliance Support

• Assist with maintaining prequalification documents and updating company information in third-party portals (ISNetworld, Avetta, etc.).
• Help track license renewals and compliance deadlines.
• Support gathering documentation for OSHA reporting, COIs, and insurance updates.
• Maintain organized records of compliance-related documents.

Events and Marketing Support

• Assist with coordination of trade shows, client events, and company functions.
• Help manage inventory of promotional materials and company swag.
• Support preparation and distribution of corporate gifts, calendars, and mailings.
• Assist with setup for presentations, meetings, and business development events.

Operational and Sales Support

• Provide administrative support to Project Managers and Sales staff, including document preparation, photo organization, and data entry.
• Assist with tracking purchase orders and ensuring documentation is complete.
• Help with railcar tracking reports and daily updates in Knack.
• Organize and maintain project-related photos and files.

Administrative Coordination

• Assist in preparing and distributing reports, safety statistics, and project documentation.
• Maintain professional communication with internal teams, vendors, and clients.
• Attend meetings as needed and provide administrative support.
• Assist with coordinating travel arrangements, including rental cars and hotel accommodations, as needed.
• Support front office responsibilities, including answering incoming phone calls and directing inquiries appropriately.
• Assist with receiving, organizing, and distributing incoming packages and deliveries.
• Prepare shipping labels and coordinate outgoing shipments through carriers such as UPS.
• Perform additional administrative duties and special projects as assigned.

Qualifications

• High school diploma or equivalent required.
• 1–3 years of administrative or office support experience preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Familiarity with databases (IsNetwork, Avetta, or similar) is a plus.
• Strong communication and interpersonal skills.
• Willingness to learn and grow within project administration.

Environment and Physical Demands

Primarily an office-based role involving standard computer and administrative work. Occasional lifting of materials or assisting with event setup may be required.