Administrative Project Coordinator (Colombia)

Dynamics ATS; Colombia; A distancia; COP 44.640.000 - 78.120.000; Jornada completa

Descripción de la vacante

DOXA Talent, Inc. is seeking an Administrative Project Coordinator to support a growing vertical transportation consulting firm. The role emphasizes document production, data accuracy, and comprehensive project administration, ensuring consultants can focus on technical work.

The ideal candidate is highly organized, detail oriented, and capable of handling multiple projects remotely from Colombia. Advanced English (B2+ to C1) and experience with Word/Excel are required.

Formación

• Education: Bachelor’s or technical/professional in business admin, project management, admin support, or related field.
• Experience: 2–5 years in administrative support, project coordination, or similar roles.
• Excellent written English, proofreading, data entry, and organizational skills with attention to detail.

Responsabilidades

• Prepare drafts of client reports and specifications using templates and field notes, PDFs, and source materials.
• Transfer field data from PDFs/notes into standardized report templates.
• Format and proofread reports, specifications, proposals, and other deliverables.
• Maintain consistent formatting across Word documents (fonts, headings, tables, headers/footers).
• Create and format tables, captions, and images within reports.

Conocimientos

Word formatting

Excel proficiency

Written English

Data entry

Organization

Educación

Bachelor’s degree or technical/professional education in business administration/project management/administrative support

Herramientas

QuickBooks

PDF editing tools

Bluebeam Revu

SharePoint

Microsoft Word

Microsoft Excel

Descripción del empleo

Colombia

Full Time Administrative Project Coordinator (Colombia)

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:

We’re seeking a highly organized, detail-oriented Administrative Project Coordinator to support a growing vertical transportation consulting firm. This role is designed for someone who excels at document preparation, data accuracy, project coordination, and administrative organization.

You’ll play a key role in improving the efficiency and consistency of project administration, document production, reporting, billing, and day-to-day operations. You will work closely with company leadership and consultants, allowing them to focus on technical and client-facing activities while you take ownership of the administrative processes behind each project.

The ideal candidate takes pride in turning rough information into polished, accurate, professional documents and proactively identifies missing information, inconsistencies, and outstanding tasks before they become issues.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 8:00 AM to 5:00 PM PST.

Contract: Non-fixed Term Colombian Contract.

Requirements:

• Education: Bachelor’s degree or technical/professional education in Business Administration, Project Management, Administrative Support, or a related field is preferred.
• Experience: 2–5 years of relevant experience in administrative support, project coordination, document production, executive support, or a similar role.
• Skills: Advanced Microsoft Word skills, particularly styles, formatting, tables, headers/footers, numbering, page layouts, and long-form professional documents; strong Microsoft Excel and Microsoft Office proficiency; excellent written English, grammar, spelling, proofreading, data entry, and organizational skills.
• Characteristics: Highly detail-oriented, proactive, organized, accountable, independent, resourceful, and comfortable managing multiple projects, deadlines, and priorities in a remote environment. Must be able to handle confidential information professionally.

Preferred Qualifications

• Experience with QuickBooks, including project setup and invoice preparation.
• Experience supporting consulting, engineering, architecture, construction, property management, or another professional-services organization.
• Experience producing technical reports, specifications, proposals, or other complex professional documents.
• Experience working with PDF documents and PDF editing/management tools.
• Familiarity with Bluebeam Revu is helpful but not required.
• Experience supporting multiple professionals or consultants in a remote environment.
• Experience improving document templates, administrative workflows, or project-tracking processes.
• Comfort using AI and productivity tools appropriately to improve administrative efficiency while maintaining accuracy and human review.

Ideal Candidate Profile

The ideal candidate is someone who takes pride in turning rough information into polished, accurate, professional work. They notice inconsistent formatting, missing information, incorrect numbers, and unfinished tasks before someone else has to point them out.

They do not need to be an elevator or vertical transportation expert. Technical analysis and final recommendations will remain the responsibility of the consultants. Instead, this person should become an expert in the company's processes, templates, organization, and administrative workflows.

Success in this role means that when a consultant finishes a field visit, meeting, or technical review, the administrative steps that follow are organized, moving forward, and ready for the consultant's technical input—with as little unnecessary administrative work required from the consultant as possible.

Responsibilities:

• Prepare initial drafts of client reports and specifications using established templates and consultant-provided field notes, survey forms, PDFs, photographs, and other source materials.
• Transfer field survey data accurately from PDFs, notes, and other source documents into standardized report templates.
• Format, proofread, and clean up reports, specifications, maintenance agreements, modernization documents, proposals, and other client deliverables.
• Maintain consistent fonts, headings, numbering, tables, spacing, page layouts, headers/footers, and other formatting across Microsoft Word documents.
• Insert and format photographs, captions, tables, and supporting information within reports.
• Identify and correct recurring formatting and document-quality issues.
• Help improve and standardize existing Word and Excel templates so documents can be produced more efficiently.
• Prepare documents before consultant technical review, recommendations, and final QA/QC.

Data Entry & Proposal Support

• Accurately transfer information from bid forms, proposals, surveys, and other source documents into company templates.
• Create proposal summary charts comparing information such as pricing, schedules, and other bidder information.
• Prepare initial client proposals and estimates using established templates and information provided by company leadership.
• Organize information so consultants can focus their review on technical analysis and recommendations rather than document assembly and data entry.
• Perform accuracy checks to ensure information has been transferred correctly.

Project Coordination

• Maintain visibility into active projects, deliverables, phases, deadlines, and next steps.
• Track projects as they move from fieldwork and meetings through reporting, client delivery, and billing.
• Proactively remind consultants of outstanding administrative actions and upcoming project requirements.
• Help ensure client requests and internal action items do not fall through the cracks.
• Maintain organized project files and supporting documentation in Microsoft SharePoint.
• Develop simple tracking systems and workflows that improve consistency as the company grows.
• Create projects and invoices in QuickBooks based on information and authorization provided by company leadership.
• Monitor completed deliverables and help ensure invoices are generated promptly and consistently.
• Assist with tracking outstanding invoices and other billing-related administrative tasks.
• Prepare and organize basic administrative information needed for proposals, projects, and client records.
• Provide general administrative support to company leadership and consultants as needed.

Future / Expanded Responsibilities

As familiarity with the company and its workflows grows, the position may expand to include:

• Monitoring designated email inboxes and identifying messages requiring action or follow-up.
• Drafting routine email responses for review.
• Flagging unanswered client requests and outstanding follow-ups.
• Calendar and meeting coordination.
• Developing and documenting standard operating procedures.
• Identifying repetitive administrative processes that can be streamlined or automated.
• Supporting additional back-office functions as the consulting team grows.