Administrative Assistant Project Coordinator

AppleOne Employment Services; Columbia (SC); On-site; USD 42,000 - 60,000; Full time

Job summary

AppleOne Employment Services in downtown Columbia is seeking an exceptionally organized Administrative Project Coordinator for a long-term contract. You will support a small, collaborative team handling administrative processes, agreements, customer and vendor information, project documentation, and ongoing follow-up.

This role emphasizes training and institutional knowledge, with a focus on accuracy, deadlines, and proactive communication.

Qualifications

• Exceptional organizational skills and attention to detail are essential.
• Ability to manage multiple tasks and meet deadlines with minimal supervision.
• Strong written and verbal communication across diverse audiences.

Responsibilities

• Maintain multiple spreadsheets, trackers, logs, customer records, agreements, billing items, and project statuses.
• Monitor open items to ensure deadlines, approvals, signatures, and next steps are tracked.
• Organize electronic files, agreements, amendments, correspondence, and supporting documentation.
• Update trackers with dates, statuses, names, financial information, notes, and next steps.
• Send professional follow-up communications to customers, vendors, partners, and internal departments.
• Coordinate information across departments including operations, finance, legal, administration, and management.
• Gather and update customer and project information; escalate missing or unclear data.
• Assist with contract, agreement, billing, invoice, and document tracking; maintain records subject to audit.
• Follow up consistently until outstanding tasks are completed.

Skills

Organizational skills

Detail-oriented

Dependability

Multitasking

Proactive communication

Independent work

Coachable

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

PivotTables

Formulas

Job description

We are seeking an exceptionally organized Administrative Project Coordinator for a long-term contract opportunity in downtown Columbia. This position supports a small, collaborative team responsible for managing detailed administrative processes, agreements, customer and vendor information, project documentation, and ongoing follow-up.

This is specifically a long-term contract opportunity with no established timeline for conversion to permanent employment. Candidates should be comfortable building their career within a long-term contract assignment and interested in becoming a knowledgeable, dependable member of the team over time.

This role involves a significant amount of training and institutional knowledge, so the team is focused on finding the right long-term fit rather than simply filling the position quickly.

What You'll Do

This position is an unusual mix of administrative coordination, project support, records management, and customer/vendor communication. Responsibilities will include:

• Maintaining multiple spreadsheets, trackers, logs, customer records, agreements, billing items, project statuses, and follow-up tasks
• Monitoring open items to ensure deadlines, approvals, signatures, documentation, and next steps are not overlooked
• Organizing electronic files, agreements, amendments, correspondence, and supporting documentation
• Updating Excel trackers with accurate dates, statuses, names, financial information, notes, and next steps
• Sending professional follow-up communications to customers, vendors, partners, and internal departments
• Coordinating information across multiple departments, including operations, finance, legal, administration, and management
• Gathering and updating customer and project information
• Identifying missing, conflicting, or unclear information and escalating questions appropriately
• Assisting with contract, agreement, billing, invoice, and document tracking
• Maintaining accurate records that may be subject to internal review or audit
• Following up consistently until outstanding tasks are completed

What Will Make You Successful

Organization and follow-through are critical in this position. There may be numerous moving pieces at any given time, and the successful candidate will be someone who genuinely enjoys keeping information organized and making sure nothing falls through the cracks.

We're looking for someone who is:

• Exceptionally organized and detail-oriented
• Dependable with strong attendance and follow-through
• Comfortable managing multiple open tasks and processes simultaneously
• Proactive about following up and keeping others informed
• Able to communicate professionally by email with a variety of audiences
• Comfortable asking questions when information or instructions are unclear
• Coachable and receptive to feedback
• Able to work independently while collaborating closely with a small team
• Comfortable performing detailed and sometimes repetitive administrative work

Technical Skills

• Proficiency with Microsoft Outlook, including email, calendar, reminders, and follow-up
• Proficiency with Microsoft Excel, including data entry, sorting, filtering, and maintaining detailed trackers
• Comfortable using Microsoft Word and working from established templates
• Strong written communication skills
• Experience with PivotTables or formulas is helpful but not required

Preferred Experience

Candidates may come from a variety of backgrounds. Experience in administrative coordination, project support, records management, contracts, vendors, billing, compliance, or customer service could translate well into this position.

Experience within government, public sector, utilities, construction, real estate, legal, finance, operations, or another highly regulated or documentation-heavy environment is helpful but not required.

Exposure to contracts, agreements, leases, licenses, asset management, compliance, or audit-related processes would be an additional plus.