Project Administrator

About StoreMasters:

StoreMasters is a specialty design and project coordination firm focused exclusively on the independent grocery industry. We partner with supermarket owners and operators to support store remodels, décor rollouts, equipment coordination, and operational improvements that create engaging retail environments for customers.

Our work combines project coordination, design support, customer service, and operational execution in a fast-moving environment where communication, organization, and accountability are critical.

We are seeking a highly organized and detail-oriented Project Operations Coordinator to support our Project Managers, accounting team, and customers throughout the lifecycle of multiple active projects.

Position Overview:

The Project Operations Coordinator serves as a central operational support role within StoreMasters. This position supports project execution by coordinating billing requests, purchase orders, customer documentation, vendor communications, project tracking, invoicing support, and administrative workflow management.

This is not a traditional administrative assistant role. The ideal candidate must be comfortable managing multiple priorities simultaneously, navigating changing project timelines, and working cross-functionally with project managers, accounting, customers, and vendors.

The position requires strong communication skills, attention to detail, process management abilities, and comfort working within ERP/accounting systems.

Primary Responsibilities:

Project Coordination & Administrative Support

• Support Project Managers with day-to-day project coordination activities
• Track project status updates, customer requirements, and internal deadlines
• Maintain organized electronic project documentation and records
• Coordinate customer and vendor communication related to project administration
• Assist with scheduling, tracking deliverables, and project follow-up activities
• Support project closeout documentation and final billing coordination
• Monitor and follow up on missing project information needed for billing or purchasing
• Assist with internal workflow coordination between departments

Billing & Accounting Support

• Prepare and process project billing requests based on approved proposals and progress billing milestones
• Coordinate billing documentation for accounting review and invoicing
• Assist with customer invoicing support and billing follow-up
• Process and maintain purchase orders and vendor documentation
• Support accounts receivable and collections follow-up as needed
• Review project-related documentation for accuracy and completeness
• Assist with expense tracking and project cost coordination
• Work within Sage 100 and related systems to support project administration processes

Customer & Vendor Coordination

• Serve as an administrative point of contact for customer billing and documentation requests
• Coordinate with vendors regarding purchase orders, submittals, and project-related documentation
• Assist in resolving administrative and documentation issues impacting project timelines
• Support customer-specific administrative processes and requirements

Operational & Office Support

• Support office operations and internal administrative workflow needs
• Assist with process improvement and organizational initiatives
• Help maintain consistency in project documentation and reporting processes
• Provide general administrative support across departments as needed

Qualifications:

Required

• 3+ years of experience in project coordination, construction administration, operations support, accounting support, or related administrative roles
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Ability to manage multiple projects and shifting priorities simultaneously
• Strong attention to detail and follow-through
• Proficiency in Microsoft Excel, Outlook, and general office software
• Experience working with accounting, ERP, or project management systems
• Ability to work independently while collaborating across teams

Preferred

• Experience in commercial construction, retail construction, design firms, or project-based environments
• Experience with Sage 100 or similar ERP/accounting systems
• Experience supporting billing, purchase orders, invoicing, or project accounting processes
• Familiarity with progress billing and customer/vendor coordination

What Success Looks Like in This Role:

Successful candidates will:

• Thrive in a fast-paced, multi-project environment
• Communicate proactively and professionally
• Stay organized despite changing priorities and interruptions
• Take ownership of tasks and follow through consistently
• Support operational continuity across projects and departments
• Help improve internal organization and workflow efficiency

Why Join StoreMasters?

• Work within a specialized and unique industry
• Be part of a collaborative and experienced team
• Gain exposure to project operations, accounting, customer coordination, and business processes
• Opportunity to contribute meaningfully to company operations and project success
• Stable, team-oriented work environment with variety in day-to-day responsibilities

Position Type: Full-Time

Work Environment: In-office position with regular interaction across project management, accounting, and administrative functions.

Compensation: Compensation based on experience and qualifications.