Project Administrator

Job Description

Job Description

Department: Program Management Payroll Type: Hourly

Reports To: Program Manager FLSA Status: Non-Exempt

Job Summary:

The Project Administrator at Rees Scientific supports the Program Management team with a primary focus on scheduling, dispatch coordination, and operational execution.

This role is responsible for managing the daily scheduling of field activities, ensuring efficient assignment of resources, and maintaining clear communication across internal teams and field personnel. The Project Administrator plays a key role in optimizing schedules, improving visibility into program activities, and supporting the timely execution of service and project-related work.

Key Responsibilities :

Scheduling & Dispatch Coordination

• Coordinate and manage daily scheduling of field technicians and program activities
• Assign work based on priority, location, and resource availability
• Confirm and communicate project and service schedules with customers
• Coordinate with the travel advisor to arrange airfare, hotels, and rental cars for technicians
• Monitor schedules in real time and adjust to accommodate changes or urgent requests
• Optimize resource utilization and minimize scheduling conflict

Communication & Coordination

• Provide coordination support across Program Management, Field Service, and internal teams
• Communicate schedule updates, changes, and priorities in a timely and professional manner
• Partner with operations and leadership to align scheduling with business needs

Program Tracking & Execution Support

• Track work progress and support timely completion of scheduled activities
• Maintain accurate scheduling records and system updates
• Identify delays, gaps, or inefficiencies and escalate as appropriate

Administrative & Operational Support

• Maintain documentation related to scheduling and program activities
• Prepare reports, summaries, and status updates as needed
• Support continuous improvement efforts to enhance scheduling efficiency
• Attend team meetings as required and record project action items

Qualifications :

• Associate’s or Bachelor’s degree preferred
• 2+ years of experience in scheduling, dispatch, coordination, or related roles
• Strong organizational and time management skills
• Ability to manage multiple priorities in a fast-paced environment
• Excellent communication and problem-solving skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience supporting field service or technician-based operations preferred

Skills & Competencies:

• Strong scheduling and coordination capabilities
• Ability to think critically and adjust priorities in real time
• High attention to detail and accuracy
• Strong communication and interpersonal skills
• Ability to work collaboratively across teams
• Proactive and solution-oriented mindset