Project Administrative Assistant / Project Coordinator

About the job

• The Project Administrative Assistant provides essential administrative and operational support to project teams and office leadership, helping ensure projects are delivered efficiently and accurately. This role supports multiple projects simultaneously through coordination of contracts, invoices, purchase orders, cost tracking, scheduling, meeting administration, and project documentation.
• The successful candidate is a team-oriented project support professional that is proactive, detail-oriented professional with strong organizational and communication skills, the ability to manage multiple priorities, and a commitment to providing exceptional support in a collaborative, client-service-focused environment.
• Essential Duties & Responsibilities:
• Project Support:
• Simultaneously support multiple internal project teams in project administrative tasks delivering high-quality consistent results.

• Process and support project and vendor contracts

• Support management of project data and files.

• Create meeting agendas, minutes.

• Provide miscellaneous administrative support to internal project teams as needed.

• Office Support:
• Coordinate internal staff schedules and calendars and other light executive assistant tasks.

• Organize and support internal operating committees.

• Other operational support as assigned.

• Make team travel arrangements, event/seminar registrations.

• Qualifications:
• Minimum of 2 years of experience in project coordination or project administration, or a related field.

• Professional demeanor.

• Excellent organizational, time management, and multitasking abilities.

• High initiative, attention to detail, follow through, and commitment to maintaining high-quality work.

• Strong written and verbal communication skills with a professional and client-focused approach.

• Ability to prioritize work, initiate projects, solve problems, seek assistance, and meet deadlines.

• Ability to work independently while effectively collaborating with cross-functional teams.

• Proficiency with office technology, particularly Microsoft Office (Excel, Word, PowerPoint, Outlook and Teams).

• Familiarity with database tools and systems a plus.

• Familiarity with contract management and project management platforms a plus.