Project Administrator

Next Phase Enterprises; Scottsdale (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

Next Phase Enterprises in Scottsdale, AZ is seeking a Project Administrator to support internal sales, suppliers and retailers through ideation to launch. You will coordinate tasks across departments and ensure timely execution, maintaining accurate records.

Preferred candidates have 3–5 years of experience, strong data entry and communication skills, and proficiency with Microsoft Office and project tools. A high school diploma is required; an associate or bachelor’s degree is a plus.

Qualifications

• High school diploma or GED is required.
• Bachelor's or Associate degree is preferred.
• Experience with data entry, coordination and multitasking in a fast-paced environment.
• Strong communication and attention to detail across teams and vendors.

Responsibilities

• Collect and enter data into platforms and internal databases.
• Assign and manage tasks using Asana checklists.
• Review artwork proofs against specifications in multiple rounds.
• Participate in weekly status meetings with suppliers and sales teams.
• Coordinate with Marketing and Suppliers to update content and assets.
• Prepare line reviews and new item presentations.
• Support ideation and development activities including data entry and presentation creation.
• Coordinate shipments and vendor onboarding as needed.
• Maintain accurate documentation and records for retail items.

Skills

Data entry

Multitasking

Communication

Attention to detail

Project coordination

Interpersonal skills

Typing

Time management

Education

High school diploma or GED

Associate or Bachelor's degree preferred

Tools

Item 360

QMS

1WS

Prospec

Arc

Asana

Job description

We're looking for exceptional Project Administrators to join the Next Phase team. We strive for excellence in the service we provide and in the care we take of our people. We're seeking a self governing, proactive, Project Manager with a flexible, ‘can-do’ disposition. Think you're the right fit?

Job Summary

The Project Administrator works with internal sales, suppliers, and retailers to develop relationships and products for retail packaged goods. They are responsible for managing both internal and external processes from product ideation through development, authorization, and launch. This role ensures timely execution of tasks, effective communication, and coordination across departments and stakeholders.

Key Responsibilities

• Collect and enter data into platforms such as Item 360, QMS, 1WS, Prospec, Arc, and internal databases.
• Assign and manage tasks using Asana checklists.
• Review artwork proofs against specifications, typically in 2–3 rounds.
• Participate in weekly status meetings with suppliers and sales teams.
• Attend and contribute to internal meetings and conference calls.
• Monitor dotcom activity including availability and content scores; collaborate with Marketing and Suppliers to update and approve content.
• Prepare and participate in line reviews and new item presentations.
• Support ideation and development activities including data entry and presentation creation.
• Conduct production case reviews monthly for 2–8 SKUs.
• Coordinate support and sample requests, and manage shipment logistics.
• Implement and track customer regulatory initiatives.
• Onboard new vendors and retailers as needed.
• Communicate effectively with internal teams, suppliers, and buyers/product developers.
• Respond to emails and correspondence promptly.
• Follow up on tasks via Asana, email, or calendar.
• Maintain accurate documentation and records for retail items.

Education & Experience

• Required: High school diploma or GED
• Preferred: Associate or Bachelor’s degree or equivalent

Knowledge, Skills, & Abilities

• Proficiency in Microsoft Office and typing.
• Strong work ethic and tenure at previous companies.
• Experience in data entry, client/account management, and project/event management.
• Ability to multitask and pivot quickly.
• Excellent attention to detail.
• Self-directed, driven, ambitious, and enthusiastic.
• 3–5 years of relevant experience preferred.
• Familiarity with Asana and other task management tools.
• Strong interpersonal and communication skills across various contact levels.