Job Overview:
We are seeking a highly organized and detail-oriented ERP Project Administrator to support our ERP implementation team. This role provides administrative, coordination, and project support services to the ERP Program Manager, PMO, and project work-stream leads. The ERP Project Administrator is responsible for maintaining project documentation, coordinating meetings, tracking action items, supporting governance processes, and ensuring project information is organized, accurate, and accessible.
The ideal candidate is proactive, collaborative, and thrives in a fast-paced project environment. This role plays a critical part in supporting day-to-day project operations and helping ensure ERP implementation activities remain aligned with established governance, reporting, and project management standards.
Key Responsibilities:
Project Coordination & Administration: Provide administrative support to the ERP Program Manager, PMO, and project leadership team. Coordinate project meetings, workshops, Steering Committee sessions, and governance forums. Develop and distribute meeting agendas, materials, minutes, and follow-up communications. Maintain project calendars, milestone schedules, and meeting cadence across multiple work-streams. Track action items and follow up with responsible parties to ensure timely completion.
Documentation Management: Maintain project repositories, document libraries, and collaboration sites. Ensure project documents are properly version-controlled, organized, and archived. Manage project plans, status reports, presentations, decisions, governance records, and supporting documentation. Assist in preparing executive reports and presentation materials.
Governance & Reporting Support: Support project governance processes and meeting logistics. Assist in preparing weekly, monthly, and executive-level status reports. Maintain key project logs, including Action Item Logs, Decision Logs, RAID Logs (Risks, Assumptions, Issues, and Dependencies), and Change Request Logs. Support stage-gate reviews, readiness assessments, and governance reporting activities.
Resource & Schedule Coordination: Coordinate project schedules and resource activities across multiple work-streams. Support onboarding activities for project team members, consultants, and vendors. Monitor attendance and participation in project meetings and workshops. Facilitate coordination between business teams, technical teams, consultants, and third-party vendors.
Financial & Procurement Support: Assist with invoice tracking, vendor documentation, and procurement activities. Maintain project budget records and expenditure documentation. Support contract administration and purchase request processes.
Communication & Change Support: Assist with project communications, stakeholder updates, and distribution of project announcements. Support change management activities, training logistics, and stakeholder engagement efforts. Maintain project contact lists and communication distribution groups.
Go-Live & Deployment Support: Support cutover planning, deployment coordination, and go-live readiness activities. Assist with command center logistics during go-live and stabilization periods, while tracking deployment schedules, readiness documentation, issue resolution activities, and key project communications to help ensure a successful transition to production.
Education: Associate's or Bachelor's degree in Business Administration, Project Management, Information Technology, or a related field preferred.
Experience: Minimum of 2–5 years of project coordination, project administration, PMO support, or related experience. Experience supporting ERP implementations, technology projects, business transformation initiatives, or other large-scale enterprise programs is preferred. Familiarity with project governance processes, project lifecycle methodologies, and PMO best practices is highly desirable.
Technical Skills: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Microsoft Teams, SharePoint, Smartsheet, and document management or collaboration systems. Experience using project management tools such as Microsoft Project, Jira, Azure DevOps, Monday.com, or similar platforms is preferred.
Communication: Excellent written and verbal communication skills with the ability to interact professionally with stakeholders at all levels of the organization.
Organization: Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously.
Problem-Solving: Demonstrated ability to proactively identify issues, coordinate follow-up activities, and support successful project execution.
Team Collaboration: Strong interpersonal skills and the ability to work effectively across business, technical, and vendor teams.
Success Measures: Success in this role will be measured by the timeliness and accuracy of project documentation, effectiveness of meeting coordination and follow-up activities, and the successful tracking and closure of action items. Additional measures include the quality and completeness of governance records, accuracy of project reporting and repository management, stakeholder satisfaction with project support services, responsiveness to project team needs, and successful support of key project milestones, deployment activities, and go-live events.
Reporting Structure: The ERP Project Administrator reports to the ERP Program Manager, PMO Lead, or Project Director and works closely with the Executive Sponsor Team, Program Leadership Team, Functional Work-stream Leads, Technical Work-stream Leads, and System Integrator and Vendor Teams to support successful project delivery, governance, communication, and coordination activities across the ERP program.
Location: Based in and with the ability to commute to the Portland, OR area.