Administrative Assistant – Project Operations & Customer Care

Peterson Scharck & Associates; Houston (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Peterson Scharck & Associates is seeking an organized Administrative Assistant to support our Project Management team. You will track project orders, maintain schedules, and ensure clear communication with customers and vendors. The role rewards proactive follow-up and meticulous attention to detail.

The position collaborates closely with the Project Manager, handling documentation, basic reporting, and coordination with suppliers to avoid delays. 1–3 years of related experience is preferred.

Qualifications

• 1-3 years of administrative, operations, or customer support experience.
• Strong verbal and written communication skills with a professional customer service tone.
• Outstanding time-management skills and relentless attention to detail.
• Strong persistence in following up on claims, delays, and order details.
• Proficiency with Microsoft Office (Excel, Outlook) or Google Workspace; experience with CRM or project management software preferred.

Responsibilities

• Order & date tracking: Monitor project order timelines, confirm production and ship dates with suppliers, and keep schedules updated in real time.
• Customer follow-up: Proactively update clients on order status, delivery timelines, and project milestones via phone and email.
• Warranty & claim management: Process incoming warranty requests, file claims with suppliers or logistics providers, and manage issues through to resolution.
• Project support: Assist the Project Manager with administrative workflows, document organization, and basic reporting.
• Vendor & logistics coordination: Check in regularly with vendors and carriers to prevent delays and resolve order discrepancies.

Skills

Communication

Organization

Problem-Solving

Tech Skills

Tools

Microsoft Office

CRM

Asana

Monday.com

Trello

QuickBooks

Job description

We are seeking an organized, proactive, and detail-oriented Administrative Assistant to support our Project Management team. In this role, you will serve as the operational backbone for tracking project orders, maintaining schedules, and keeping lines of communication open with customers and vendors. If you excel at following up, managing moving parts, and ensuring nothing slips through the cracks, we'd love to hear from you.Tips: Provide a summary of the role, what success in the position looks like, and how this role fits into the organization overall.

Responsibilities

Order & Date Tracking: Monitor project order timelines, confirm production and ship dates with suppliers, and keep project management schedules updated in real time.

Customer Follow-Up: Proactively update clients on order status, delivery timelines, and project milestones via phone and email.

Warranty & Claim Management: Process incoming warranty requests, file claims with suppliers or logistics providers, and manage issues through to resolution.

Project Support: Assist the Project Manager with administrative workflows, document organization, and basic reporting.

Vendor & Logistics Coordination: Check in regularly with vendors and carriers to prevent delays and resolve order discrepancies.

Qualifications

Experience: 1-3 years of administrative, operations, or customer support experience (experience supporting project managers or working in logistics/construction/manufacturing is a plus).

Communication: Strong verbal and written communication skills with a clear, professional customer service tone.

Organization: Outstanding time-management skills and relentless attention to detail.

Problem-Solving: Strong persistence in following up on claims, delays, and outstanding order details.

Tech Skills: Proficiency with Microsoft Office (Excel, Outlook) or Google Workspace. Experience with CRM or project management software (e.g., Asana, Monday.com, Trello, Quickbooks) is preferred.