Project Management Coordinator

ZipRecruiter; Aberdeen City; On-site; GBP 52,000 - 60,000; Full time

Job summary

A leading company is seeking a Project Administrative Assistant to support mid-level Quality Management staff. This role involves managing clerical tasks, coordinating events, and collaborating across departments while maintaining professionalism and confidentiality. Ideal candidates will have strong organizational skills, excellent communication abilities, and proficiency in Microsoft Office Suite.

Qualifications

• 5+ years in the administrative and office environment.
• Strong organizational skills with attention to detail.
• Excellent time management skills and the ability to prioritize work.

Responsibilities

• Organize complex clerical tasks and maintain various informational documents.
• Support event coordination and manage meetings.
• Collaborate with other departments to complete tasks.

Skills

Time Management

Organizational Skills

Communication

Tools

Microsoft Office Suite

Adobe

Bluebeam

Job description

Job Description

Job Profile

Job Title: Project Administrative Assistant

Location: Newark, DE & Towson, MD

Hire Type: Temp to Hire

Pay Range: $52k-$60k

Work Model: Onsite

Work Shift: Monday-Friday 8:00am-5:00pm

Recruiter Contact: Natalie Dunn | [e-mail] | 443-345-3303

Nature & Scope

Positional Overview

Are you a highly organized and motivated administrative professional with a passion for supporting impactful work? Join our client’s team as a Project Administrative Assistant, where you'll play a vital role in supporting mid-level Quality Management staff in their mission to drive excellence. This is more than just an administrative role; it's an opportunity to demonstrate your leadership, organizational skills, and problem-solving abilities in a dynamic, fast-paced environment. You'll be at the heart of critical projects, collaborating with diverse teams while upholding the highest standards of professionalism and quality. If you thrive on managing multiple priorities and take pride in contributing to meaningful outcomes, we’d love to hear from you!

Role & Responsibilities

Tasks That Will Lead To Your Success

1. Work independently and organize complex clerical tasks
2. Be flexible and adaptable in a variety of situations
3. Meet strict timelines and perform multiple tasks
4. Maintain cost consciousness
5. Communicate in a positive and effective manner with staff inside and outside their functional group
6. Maintain various informational documents, including reviewing for accuracy
7. Type emails, notes, and professional publications as required
8. Perform various data entry as needed
9. Develop and maintain procedural guidelines for areas of responsibility
10. Maintain a high level of confidentiality and commitment to professionalism
11. Communicate clearly and concisely in both written and oral form
12. Manage meetings by sending invitations, confirming participants, documenting outcomes and action items, issuing meeting minutes, reviewing transcripts, and preparing recordings for publication
13. Support event coordination (in-person group meetings, conferences, speaking engagements, trainings, etc.), including logistics and travel arrangements
14. Collaborate with other departments (e.g., accounting, payroll, IT, operating group leadership) to complete tasks and/or follow up on deliverables owed
15. Draft case studies and examples for internal publication
16. Review invoices for validity and accuracy before payment
17. Review communications from internal and external parties, categorizing, responding, or forwarding as appropriate
18. Prepare Quality Management-related company-wide communications (e.g., email, Microsoft Teams posts)
19. Maintain library of resources by reviewing accessibility, updating documents as needed
20. Capture and organize resources from emails, Microsoft Teams channels, and meetings
21. Export and save information from databases and reports
22. Send letters and packages
23. Take and select photos for various publications
24. Perform other duties as assigned

Skills & Experience

Qualifications That Will Help You Thrive

• 5+ Years in the administrative and office environment
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with attention to detail
• Clear and concise communication in both written and oral form
• High level of confidentiality and professionalism
• Ability to work independently
• Remain calm under pressure and work with frequent interruptions
• Proficiency in technology (e.g., mobile phones, computers, Microsoft Office Suite including Word, Excel, PowerPoint, Teams, SharePoint), Adobe and/or Bluebeam, general office equipment such as copiers and scanners)