Administrative Coordinator

We are looking for a detail-oriented PART TIME Administrative Coordinator to support a client in Princeton, New Jersey. This Long-term Contract position will oversee administrative coordination for projects, ensuring work progresses on schedule and aligns with grant-related obligations. The role partners with staff, consultants, contractors, and funding representatives to keep documentation, procurement activities, and project milestones organized throughout the assignment.

Responsibilities:

• Coordinate day-to-day administrative activities for renovation projects.
• Guide procurement efforts by gathering quotes, supporting bid processes, and preparing contract-related documentation in accordance with applicable public purchasing standards.
• Maintain organized project files, compliance records, and supporting materials required for grant administration, reimbursement requests, and audits.
• Act as a central point of communication among personnel, architects, consultants, contractors, and external funding contacts to keep project activities aligned.
• Monitor schedules, budgets, deliverables, and milestone dates, and provide regular updates on project status and potential risks.
• Assist with preparation of reports and documentation needed to demonstrate adherence to local, state, and federal funding requirements.
• Support oversight of contractor engagement and documentation to help ensure renovation activities meet regulatory and contractual expectations.
• Contribute to the successful completion of the assignment by tracking outstanding items, coordinating next steps, and helping manage project closeout activities.
• Experience managing or coordinating capital improvement or facilities-related projects.
• Working knowledge of project tracking, document control, and administrative coordination across multiple stakeholders.
• Ability to support quote collection, bidding activities, and contract documentation within regulated procurement frameworks.
• Strong organizational skills with the ability to manage timelines, budgets, records, and competing priorities effectively.
• Clear written and verbal communication skills for collaborating with municipal staff, consultants, contractors, and funding agencies.
• Proficiency in maintaining accurate compliance files and preparing materials for reporting, reimbursement, and audit review.
• Demonstrated ability to provide dependable administrative support while keeping projects moving toward established milestones.