Administrative Support

Maintain comprehensive project documentation including contracts, correspondence, meeting minutes, and status reports

Coordinate project meetings while preparing agendas, distributing materials, and tracking action items

Manage project filing systems and ensure document version control across all project phases

Support purchase order processing, invoice verification, and payment coordination

Maintain contract documentation and track key contractual requirements and deliverables

Communication and Coordination

Serve as primary point of contact for project inquiries and correspondence

Facilitate communication between project team members, clients, contractors, and vendors

Distribute project updates, reports, and critical information to relevant stakeholders in timely manner

Coordinate with various departments and external partners to ensure seamless information flow

Scheduling and Timeline Management

Coordinate project schedules, meetings, and milestone tracking with comprehensive oversight

Assist with resource scheduling and availability coordination across project teams

Monitor project deadlines and provide regular status updates to project managers and team members

Ensure proper timeline management and proactive identification of potential scheduling conflicts

Financial and Contract Administration

Support budget tracking and expense reporting processes with accuracy and attention to detail

Assist with financial documentation and maintain organized records of project expenses

Coordinate payment processes and maintain financial documentation systems

Data Management and Reporting

Maintain project databases and tracking systems for optimal data integrity

Generate regular project reports, dashboards, and performance metrics

Ensure data accuracy and completeness across all project management systems

Support decision-making processes through comprehensive data analysis and reporting

Three to five years of administrative experience, preferably in project-based environments

Strong proficiency in Microsoft Office Suite, project management software, and database management systems

Excellent organizational and time management abilities with strong attention to detail

Outstanding written and verbal communication skills for effective stakeholder engagement

Ability to multitask effectively and work under pressure in fast-paced environments

Strong problem-solving skills and proactive approach to issue resolution

Bachelor's degree in business administration, project management, or related field

Background in construction, real estate, or facilities management projects

Knowledge of contract administration and financial tracking processes

Understanding of document control systems and version management