Project Administration Associate in at NPSG GLOBAL LLC

The Project Administration Associate provides critical administrative and operational support for field projects, helping ensure project teams remain compliant, organized, and equipped for success. This role serves as a central point of coordination for project documentation, workforce administration, travel logistics, onboarding requirements, and operational readiness activities. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced project environment. This position plays a key role in supporting project mobilization, workforce management, compliance tracking, travel coordination, and administrative processes across multiple active projects.

Key Responsibilities:

Timekeeping Administration (Replicon)

• Review employee timesheets on a weekly basis for accuracy and completeness.
• Identify and resolve missing punches, incomplete entries, labor coding discrepancies, and other timekeeping issues.
• Coordinate with project managers, field supervisors, and employees to obtain corrections before payroll deadlines.
• Maintain accurate labor tracking records and support workforce reporting requirements.
• Assist with process improvements to increase timekeeping accuracy and efficiency.

Freshservice Administration & Travel Coordination

• Manage and process employee travel requests through Fresh service.
• Coordinate travel arrangements, lodging, transportation, and related logistics as needed.
• Track travel approvals and ensure requests are properly documented.
• Assist in maintaining travel records and reporting.
• Provide administrative support for project mobilization and workforce deployment activities.

Site Documentation & Compliance Administration

• Monitor project sites for required documentation and compliance requirements.
• Track missing signatures, incomplete forms, expired documents, and outstanding action items.
• Ensure weekly project documentation requirements are submitted and maintained.
• Coordinate with site leadership to obtain missing or updated documentation.
• Maintain organized electronic project files and records.

Avetta Administration

• Manage administrative activities within Avetta and other contractor compliance platforms.
• Upload and maintain employee and contractor profiles for new projects.
• Monitor compliance requirements and documentation status.
• Assist with onboarding employees into client-required systems.
• Partner with operations and safety teams to ensure compliance requirements are met before project mobilization.

Project Kickoff & Operational Support

• Assist with preparation and coordination of project kickoff meetings.
• Compile and organize project information, presentations, and supporting materials.
• Develop and maintain kickoff presentations and project readiness documents.
• Coordinate operational requirements for project startup activities.
• Track and support project mobilization action items.

Equipment & Resource Coordination

• Coordinate rental equipment requests and project equipment needs.
• Assist with scheduling, tracking, and documentation of rental assets.
• Coordinate tool trailer deployments and project resource requirements.
• Maintain records related to equipment usage and project allocations.
• Work closely with operations teams to support project readiness.

Lodging & Workforce Accommodations

• Coordinate Airbnb and temporary housing reservations for project personnel.
• Manage booking schedules and accommodation requirements.
• Assist with corporate credit card expense coding and allocation of lodging expenses.
• Maintain records of travel and lodging expenditures.
• Support future growth and expansion of workforce housing programs.

General Administrative Support

• Support project managers and operations leadership with administrative tasks.
• Generate reports, track action items, and maintain project records.
• Assist with onboarding documentation and workforce administration.
• Participate in process improvement initiatives aimed at increasing operational efficiency.
• Perform other duties as assigned.
• Track and process Change Orders

Required

• Associate degree or equivalent work experience preferred.
• 2+ years of administrative, project coordination, operations support, or related experience.
• Strong organizational and time management skills.
• High attention to detail and accuracy.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Ability to manage multiple priorities and deadlines effectively.
• Strong written and verbal communication skills.

Preferred

• Experience supporting construction, industrial, manufacturing, logistics, staffing, or field service operations.
• Experience with Replicon, Freshservice, Avetta, or similar platforms.
• Experience coordinating employee travel and lodging arrangements.
• Experience with plans and scheduling.
• Familiarity with project documentation and compliance requirements.
• Experience working in a multi-site project environment.

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.