Contract Administrative Project Specialist — Remote/Hybrid

Stella Contracting, Inc; Pasadena (CA); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Flexible work arrangement

Professional development opportunities

Job summary

Stella Contracting, Inc. seeks a detail-oriented Administrative Project Specialist to support multiple projects on a full-time contract basis.

The role blends admin work with project coordination to help ensure timely delivery and quality outcomes. You will draft reports, schedule meetings, manage calendars, and assist with budgeting, procurement, and data analysis while maintaining confidential records and ensuring compliance.

Qualifications

• Associate's or bachelor's degree in Business Administration, Project Management, or a related field preferred.
• 2–4 years of experience in administrative support, project coordination, or office management roles.
• Strong proficiency with Microsoft Office Suite and project management software.
• Excellent communication, organization, and time-management skills.
• Keen attention to detail with the ability to handle sensitive or confidential information.
• Ability to work independently while juggling multiple priorities and meeting deadlines.
• Team player attitude with proactive problem-solving skills.

Responsibilities

• Coordinate and track administrative aspects of multiple projects, ensuring timelines and deliverables are met.
• Support project managers by preparing documentation, scheduling meetings, and maintaining calendar invites and project files.
• Draft, edit, and distribute reports, presentations, agendas, and meeting notes.
• Communicate clearly and professionally with internal teams, external partners, and stakeholders.
• Assist with gathering, analyzing, and organizing project data for status updates and decision-making.
• Process administrative tasks such as budgeting, procurement, and resource allocation as directed.
• Identify workflow bottlenecks and recommend process improvements for greater efficiency.
• Maintain accurate and confidential records, databases, and project logs.
• Monitor compliance with project guidelines, company policies, and regulatory requirements.
• Support onboarding and training of team members as needed for special projects.

Skills

Attention to detail

Organization

Time management

Communication skills

Multitasking

Independent worker

Team player

Education

Business Admin or PM degree

Tools

Microsoft Office

Project management software

Job description

Stella Contracting, Inc. seeks a detail-oriented Administrative Project Specialist to support multiple projects on a full-time contract basis.

The role blends admin work with project coordination to help ensure timely delivery and quality outcomes. You will draft reports, schedule meetings, manage calendars, and assist with budgeting, procurement, and data analysis while maintaining confidential records and ensuring compliance.