Project Administrative Assistant

Overall Job Summary

The Project Administrative Assistant will provide essential administrative and coordination support to the project management team. This role ensures smooth project execution by managing documentation, communication, schedules, and day-to-day project activities. The ideal candidate is organized, detail-oriented, and able to multitask in a fast-paced, project-driven environment.

Key Responsibilities

Administrative & Project Support

• Provide comprehensive administrative assistance to project managers and team members.
• Organize and coordinate meetings, prepare agendas, and record meeting minutes.
• Assist in preparing and distributing project reports, presentations, and documentation.
• Maintain and update project files, ensuring all materials are accurately documented and accessible.

Project Coordination

• Track project timelines, deliverables, and milestones using project management tools.
• Communicate with internal departments and external stakeholders to support project progress.

• Identify potential delays or issues and escalate them promptly to project leads.
• Support onboarding processes for new team members, including training coordination.

Documentation & Compliance

• Manage project documentation and submittals through customer platforms.
• Handle airport passes, staff access, and work permit applications as required.

Budget & Financial Support

• Monitor project budgets and expenses.
• Assist with invoice processing, expense tracking, and financial documentation.

Other Duties

• Carry out additional administrative tasks as assigned by management.

Education

• High school diploma or equivalent required.
• Associate or bachelor's degree is preferred.

Experience

• Minimum 2 years of experience in administrative or project support roles.
• Experience in a project-driven environment or with cross-functional teams is an advantage.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Knowledge of project management software (e.g., MS Project) is a plus.
• Familiarity with budgeting, financial tracking, and documentation tools.