Assistant Project Manager

MicroSourcing International; Philippines; On-site; PHP 1,823,708 - 2,735,562; Full time

Benefits offered by this job

Healthcare coverage

Paid time-off

Performance bonuses

Job summary

MicroSourcing International is seeking an Assistant Project Manager in Eastwood, Quezon City. The role involves coordinating project activities, ensuring data accuracy, and fostering client relationships. Candidates should have 4-7 years of experience in project coordination and strong communication skills.

The company offers competitive rewards, flexible work arrangements, and opportunities for career growth.

Qualifications

• 4-7 years in project coordination, PMO, or similar support roles.
• Strong written and verbal skills for client communication.
• Experience in telecommunications or site acquisition is a plus.

Responsibilities

• Coordinate project activities across planning and execution phases.
• Interact directly with customers and prepare professional updates.
• Track compliance documentation and support timely submissions.

Skills

Project Coordination

Client-Facing Communication

Strong Excel skills

Action, Risk and Issue Tracking

Tech-Savvy and Tool-Oriented

Tools

Site Tracker

Microsoft 365

Job description

Position: Assistant Project Manager

Work setup: Onsite | Day shift

Location: Eastwood, Quezon City

Benefits

• Competitive Rewards: above-market compensation, healthcare coverage from day one, and dependent coverage.
• Paid time‑off with cash conversion, group life insurance, and performance bonuses.
• Collaborative spirit: participation in company‑sponsored events.
• Work‑life harmony with flexible arrangements.
• Career growth through continuous learning and advancement opportunities.
• Inclusive teamwork celebrating diversity and fostering an inclusive culture.

Key Responsibilities

• Project Delivery Support
  • Own assigned project coordination activities across planning, execution, and close‑out phases.
  • Drive resolution of outstanding actions and commitments by following up owners, confirming due dates, and escalating where required.
  • Maintain project actions, trackers, registers, status updates, and supporting records.
  • Coordinate project inputs from Design, RF, Property, Planning, QA, Finance, and other support teams.
  • Identify blockers, inconsistent information, missed dates or delivery risks and initiate corrective follow‑up.
  • Help ensure project information is accurate, current, and available for PM review.
• Customer and Stakeholder Coordination
  • Interact directly with customers on routine project coordination, status, documentation, action follow‑up, approval tracking, and reporting inputs.
  • Prepare clear, professional follow‑ups and updates for customer and internal stakeholders.
  • Follow up customer‑side actions, approvals, documentation, or information requests.
  • Maintain a respectful, constructive and solutions‑focused communication style.
  • Escalate sensitive, commercial, contractual or high‑risk matters to the Project Manager.
  • Attend meetings as required; not expected to chair or run formal project meetings unless specifically agreed.
• Meeting Action and Project Comment Management
  • Convert meeting outputs into useful project actions, comments, and system updates.
  • Capture key actions, risks, blockers, decisions, and site‑specific comments from meetings.
  • Support action tracking and follow‑up after meetings.
  • Use approved tools such as meeting recordings, transcripts, Microsoft Copilot or similar AI‑enabled tools for analysis.
  • Maintain accurate project comments in Site Tracker or other customer/project systems.
  • Convert meeting outcomes into clear follow‑up actions, owners, dates, and system updates.
• Project Systems, Site Tracker and Data Hygiene
  • Own system data accuracy and alignment across CPS and client systems within assigned scope.
  • Act on inconsistencies, missing information, misaligned data, overdue milestones, or workflow triggers without idle PM instruction.
  • Maintain project data, dashboards, registers, trackers, actions, and reporting inputs across Site Tracker, Excel, SharePoint, and other systems.
  • Identify missing, outdated, inconsistent or inaccurate project information.
  • Support exception‑based reporting by highlighting overdue actions, missing approvals, incomplete documentation, delayed milestones, and delivery risks.
  • Operate through repeatable, system‑driven workflows across assigned projects.
• PO, Approval and Commercial Gatekeeping Support
  • Act as first‑line project control gatekeeper, not holding ultimate commercial accountability.
  • Own PO and approval hygiene by ensuring records are accurate, complete, and aligned at all times.
  • Track purchase orders, IBOQs, submissions, client approvals, payment approvals, and related project records.
  • Maintain PO, approval, variation and commercial readiness trackers.Act on system conditions such as missing POs, misaligned data, aged approvals, commercial exposure or overdue milestones.
  • Identify work progressing without appropriate PO coverage, approvals or commercial readiness.
  • Flag commercial exposure, missing approvals or aged approvals to the Project Manager.
  • Support financial documentation, invoicing support, budget tracking, and variation registers.
• Handover Pack and Close‑Out Support
  • Support first‑time‑right handover pack preparation prior to internal QA, third‑party QA, or customer review.
  • Own completeness and readiness of handover artefacts before submission.
  • Compile, organise and track project handover packs.
  • Check that required documents are complete, correctly named, current, relevant, and aligned for customer requirements.
  • Identify missing, duplicate, outdated, inconsistent or irrelevant documents.
  • Follow up internal teams for missing or corrected documentation.
  • Support internal QA readiness by reducing obvious gaps and rework before formal QA review.
  • Track close‑out documentation status and outstanding requirements.
• Compliance and Contractual Documentation Support
  • Track compliance documentation requirements and support timely submission.
  • Support contractual documentation records, including Notices of Delay and related documentation.
  • Maintain compliance trackers and supporting records.
  • Help ensure project records are audit‑ready and easily located.
  • Escalate missing or overdue compliance items to the Project Manager.
• Internal Follow‑Up and Escalation
  • Drive resolution of outstanding actions and commitments from internal teams and project contributors.
  • Respectfully chase internal teams for overdue comments, deliverables, approvals, HOP inputs or project updates.
  • Push for clear commitments, dates, actions and owners.
  • Identify issues and initiate corrective action, escalating where required.
  • Escalate non‑responsiveness, repeated slippage or delivery risk to the Project Manager.
  • Maintain a professional, encouraging and constructive tone.
• Reporting and Dashboard Support
  • Contribute to customer‑facing and internal reporting by maintaining accurate source data and preparing reporting inputs for PM review.
  • Prepare inputs for weekly status updates, milestone reports, action trackers, PO/approval trackers, HOP trackers, compliance trackers, and exception reports.
  • Highlight overdue actions, missing information, blockers, commercial gaps and delivery risks.
  • Support dashboards, registers and reporting packs where required.
  • Ensure data used for reporting is accurate, current and consistent.
• Process Improvement Suggestions
  • Suggest practical opportunities to improve project administration, reporting, Site Tracker comment hygiene, transcript‑to‑action workflows, HOP checklists, PO registers, escalation routines or documentation workflows.

Non‑Negotiable Skills And Experience

• Project Coordination / Assistant PM / PM / PMO experience – 4‑7 years in project coordination, PMO, project controls, or similar support roles.
• Infrastructure / Construction / Engineering / Utilities / Technical Project experience – required; telecommunications or SAED experience is valuable.
• Client‑Facing Communication – strong written and verbal skills, confident in direct customer communication and professional updates.
• Stakeholder Follow‑Up and Influencing – respectful chasing and securing commitments from internal and external stakeholders.
• Project Controls and Commercial Discipline – track PO status, approvals, variations, payment approvals, financial exposure, and commercial readiness, escalating control gaps early.
• Strong Excel skills – maintain registers, trackers, filters, formulas, data checks and reporting inputs.
• Project Systems and Data Accuracy – proficiency in project management systems, workflow platforms, dashboards, trackers with high data hygiene.
• Handover Pack / Documentation Discipline – check documentation for completeness, naming consistency, currency, relevance and alignment to customer submission requirements.
• Action, Risk and Issue Tracking – capture, track and follow up actions, blockers, risks and overdue items, identifying escalation needs.
• Tech‑Savvy and Tool‑Oriented – comfortable using digital tools such as Microsoft Teams, SharePoint, Outlook, Excel, project trackers and AI‑enabled tools.
• Hands‑On Delivery Mindset – willing to perform detailed coordination, system updates, register maintenance, follow‑up, documentation checks and administrative control tasks.

Preferred But Not Essential

• Telecommunications / SAED Experience – experience in telecom, site acquisition, environmental planning, design, RF, property, town planning or mobile infrastructure delivery.
• Site Tracker Experience – prior experience using Site Tracker or similar telco/infrastructure project tracking systems.
• Microsoft 365 Capability – strong capability across SharePoint, Teams, Outlook, Word, PowerPoint, Excel and Copilot.
• AI / Transcript / Automation Tools – experience using meeting transcripts, AI tools, workflow automation, bulk upload processes or action extraction tools.
• Project Management Training – CAPM, PRINCE2 Foundation, PMP training, Agile fundamentals or similar training is advantageous.
• Reporting and Dashboard Experience – experience maintaining dashboards, customer reports, PMO reports or project performance trackers.
• Contract Administration Exposure – exposure to Notices of Delay, contractual documentation, variations, claims support or compliance documentation.