Junior/Middle Project Administrator (#4413)

N-iX is looking for a highly organized, responsible, and detail-oriented Project Administrator / PM Admin to support the day-to-day operational activities of our projects. 

The goal of this role is to ensure smooth project operations by managing documentation, coordinating with legal and procurement teams, maintaining structured project folders, preparing reports, and supporting budgeting and reconciliation activities.

Responsibilities

• Keep project operations organized and ensure adherence to internal processes and governance.
• Maintain structured digital folders, project artifacts, trackers, and documentation repositories.
• Track project progress, tasks, deadlines, and dependencies.
• Manage project documentation throughout its lifecycle (creation, versioning, storage).
• Ensure documentation follows naming conventions and internal standards.
• Support compliance with organizational processes, PMO frameworks, and audit requirements.
• Support coordination of contract reviews, approvals, signatures, and renewals.
• Collaborate with legal and procurement teams to ensure the timely processing of documents.
• Track the status of agreements, SOWs, POs, and other project paperwork.
• Assist with budgeting activities, financial tracking, and reconciliation.
• Prepare cost summaries, monthly budget overviews, and internal reports.
• Monitor spend vs. budget and flag discrepancies to the PM.
• Prepare project reports, status summaries, dashboards, and documentation packs.
• Support data collection for risk logs, issue logs, KPIs, and operational metrics.
• Schedule internal project meetings, prepare agendas, and record meeting notes when needed.

Requirements:

• 3+ years of experience as a Project Administrator, PM Coordinator, PMO Assistant, or similar role.
• Strong documentation management and organizational skills.
• Understanding of budgeting, financial tracking, and reconciliations.
• Experience working with legal and/or procurement teams.
• Proficiency with project management tools (e.g., Jira, Confluence, Asana, Trello, SharePoint).
• Understanding of SOW/PO lifecycles and project financial processes.
• Excellent attention to detail and ability to maintain structure in high-complexity environments.
• High responsibility and accountability - takes ownership of tasks, follows through, meets deadlines.
• Exceptional organizational skills - able to create and maintain order, structure, and clear documentation.
• Strong communication skills and ability to work with multiple internal teams.
• Proactiveness - ability to anticipate needs and address operational gaps.
• Reliability and consistency in execution.
• Upper-Intermediate + English language 
• Advanced or higher Ukrainian language