Project Specialist

Ultimate Staffing; Grapevine (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Ultimate Staffing is seeking a Project Specialist to join a client site in Grapevine, TX. You will support planning, execution, and delivery of cross-functional projects, coordinating activities and maintaining documentation to keep initiatives on time, within scope, and aligned with business objectives.

This role partners with Project Managers and stakeholders, requiring strong organizational and communication skills to drive successful outcomes in a fast-paced environment.

Qualifications

• Coordinate project activities and maintain project documentation.
• Track timelines, milestones, and deliverables to stay on schedule.
• Provide regular updates on status, risks, and dependencies.
• Support budgeting, resource tracking, and procurement when needed.
• Proactively identify risks and assist in mitigation planning.
• Collaborate with cross-functional teams to achieve project objectives.

Responsibilities

• Support the planning, scheduling, and execution of assigned projects under the direction of Project Managers.
• Track project timelines, milestones, deliverables, and dependencies to ensure progress remains on schedule.
• Maintain project plans, action-item trackers, meeting minutes, and project documentation.
• Coordinate and monitor day-to-day project activities while ensuring alignment with established objectives.
• Serve as a liaison between project teams, stakeholders, and business partners to facilitate effective communication and collaboration.
• Organize and coordinate project meetings, prepare agendas, document key decisions, and track follow-up actions.
• Provide timely updates on project status, risks, and dependencies.
• Escalate issues and concerns to project leadership as appropriate.
• Prepare and maintain project documentation, status reports, dashboards, presentations, and progress summaries.
• Ensure project records and files are accurate, current, and easily accessible.
• Develop reports and metrics that support data-driven project decision-making.
• Utilize project management and collaboration tools to monitor project performance and maintain visibility.
• Identify project risks, obstacles, and potential delays and communicate them proactively to project leadership.
• Assist in developing mitigation plans and tracking issue resolution activities.
• Support continuous risk assessment throughout the project lifecycle.
• Assist with tracking project resources, including personnel, materials, and budget-related information.
• Coordinate procurement requests and project-related materials as needed.
• Help ensure effective utilization and allocation of project resources.
• Monitor project metrics, milestones, and key performance indicators (KPIs).
• Support project reviews and lessons-learned activities.
• Recommend process improvements and best practices to enhance project efficiency and effectiveness.
• Contribute to continuous improvement initiatives within the project management function.

Skills

Project Coordination

Communication

Documentation

Stakeholder Management

Risk Management

Budget Tracking

Tools

Microsoft Project

Jira

Asana

Smartsheet

Job description

We are seeking a Project Specialist to join a client in Grapevine, TX. This is a full-time, direct hire position. The role is 100% onsite.

The Project Specialist will support the successful planning, execution, and delivery of projects across the organization. This role serves as a key partner to Project Managers and cross-functional stakeholders by coordinating project activities, maintaining documentation, tracking milestones, and supporting communication efforts to ensure projects are completed on time, within scope, and aligned with business objectives.

The ideal candidate thrives in a fast-paced environment, demonstrates strong organizational and communication skills, and is eager to build a career in project management.

Key Responsibilities

We are seeking a Project Specialist to join a client in Grapevine, TX. This is a full-time, direct hire position. The role is 100% onsite.

The Project Specialist will support the successful planning, execution, and delivery of projects across the organization. This role serves as a key partner to Project Managers and cross-functional stakeholders by coordinating project activities, maintaining documentation, tracking milestones, and supporting communication efforts to ensure projects are completed on time, within scope, and aligned with business objectives.

The ideal candidate thrives in a fast-paced environment, demonstrates strong organizational and communication skills, and is eager to build a career in project management.

Key Responsibilities

Project Coordination

• Support the planning, scheduling, and execution of assigned projects under the direction of Project Managers.
• Track project timelines, milestones, deliverables, and dependencies to ensure progress remains on schedule.
• Maintain project plans, action-item trackers, meeting minutes, and project documentation.
• Coordinate and monitor day-to-day project activities while ensuring alignment with established objectives.

Stakeholder Communication & Collaboration

• Serve as a liaison between project teams, stakeholders, and business partners to facilitate effective communication and collaboration.
• Organize and coordinate project meetings, prepare agendas, document key decisions, and track follow-up actions.
• Provide timely updates on project status, risks, and dependencies.
• Escalate issues and concerns to project leadership as appropriate.

Documentation & Reporting

• Prepare and maintain project documentation, status reports, dashboards, presentations, and progress summaries.
• Ensure project records and files are accurate, current, and easily accessible.
• Develop reports and metrics that support data-driven project decision-making.
• Utilize project management and collaboration tools to monitor project performance and maintain visibility.

Risk & Issue Management

• Identify project risks, obstacles, and potential delays and communicate them proactively to project leadership.
• Assist in developing mitigation plans and tracking issue resolution activities.
• Support continuous risk assessment throughout the project lifecycle.

Resource & Budget Support

• Assist with tracking project resources, including personnel, materials, and budget-related information.
• Coordinate procurement requests and project-related materials as needed.
• Help ensure effective utilization and allocation of project resources.

Performance Monitoring & Process Improvement

• Monitor project metrics, milestones, and key performance indicators (KPIs).
• Support project reviews and lessons-learned activities.
• Recommend process improvements and best practices to enhance project efficiency and effectiveness.
• Contribute to continuous improvement initiatives within the project management function.

Key Responsibilities

Project Coordination

• Support the planning, scheduling, and execution of assigned projects under the direction of Project Managers.
• Track project timelines, milestones, deliverables, and dependencies to ensure progress remains on schedule.
• Maintain project plans, action-item trackers, meeting minutes, and project documentation.
• Coordinate and monitor day-to-day project activities while ensuring alignment with established objectives.

Stakeholder Communication & Collaboration

• Serve as a liaison between project teams, stakeholders, and business partners to facilitate effective communication and collaboration.
• Organize and coordinate project meetings, prepare agendas, document key decisions, and track follow-up actions.
• Provide timely updates on project status, risks, and dependencies.
• Escalate issues and concerns to project leadership as appropriate.

Documentation & Reporting

• Prepare and maintain project documentation, status reports, dashboards, presentations, and progress summaries.
• Ensure project records and files are accurate, current, and easily accessible.
• Develop reports and metrics that support data-driven project decision-making.
• Utilize project management and collaboration tools to monitor project performance and maintain visibility.

Risk & Issue Management

• Identify project risks, obstacles, and potential delays and communicate them proactively to project leadership.
• Assist in developing mitigation plans and tracking issue resolution activities.
• Support continuous risk assessment throughout the project lifecycle.

Resource & Budget Support

• Assist with tracking project resources, including personnel, materials, and budget-related information.
• Coordinate procurement requests and project-related materials as needed.
• Help ensure effective utilization and allocation of project resources.

Performance Monitoring & Process Improvement

• Monitor project metrics, milestones, and key performance indicators (KPIs).
• Support project reviews and lessons-learned activities.
• Recommend process improvements and best practices to enhance project efficiency and effectiveness.
• Contribute to continuous improvement initiatives within the project management function.

Key Responsibilities

Project Coordination

• Support the planning, scheduling, and execution of assigned projects under the direction of Project Managers.
• Track project timelines, milestones, deliverables, and dependencies to ensure progress remains on schedule.
• Maintain project plans, action-item trackers, meeting minutes, and project documentation.
• Coordinate and monitor day-to-day project activities while ensuring alignment with established objectives.

Stakeholder Communication & Collaboration

• Serve as a liaison between project teams, stakeholders, and business partners to facilitate effective communication and collaboration.
• Organize and coordinate project meetings, prepare agendas, document key decisions, and track follow-up actions.
• Provide timely updates on project status, risks, and dependencies.
• Escalate issues and concerns to project leadership as appropriate.

Documentation & Reporting

• Prepare and maintain project documentation, status reports, dashboards, presentations, and progress summaries.
• Ensure project records and files are accurate, current, and easily accessible.
• Develop reports and metrics that support data-driven project decision-making.
• Utilize project management and collaboration tools to monitor project performance and maintain visibility.

Risk & Issue Management

• Identify project risks, obstacles, and potential delays and communicate them proactively to project leadership.
• Assist in developing mitigation plans and tracking issue resolution activities.
• Support continuous risk assessment throughout the project lifecycle.

Resource & Budget Support

• Assist with tracking project resources, including personnel, materials, and budget-related information.
• Coordinate procurement requests and project-related materials as needed.
• Help ensure effective utilization and allocation of project resources.

Performance Monitoring & Process Improvement

• Monitor project metrics, milestones, and key performance indicators (KPIs).
• Support project reviews and lessons-learned activities.
• Recommend process improvements and best practices to enhance project efficiency and effectiveness.
• Contribute to continuous improvement initiatives within the project management function.

Required Qualifications

Education & Experience

• Bachelor's degree in Business Administration, Project Management, Operations Management, or a related field; or equivalent combination of education and experience.
• 1-3 years of experience supporting projects, project coordination, program administration, or related business operations functions.
• Experience working in a collaborative, team-oriented environment.

Technical Skills

• Proficiency with project management and collaboration platforms such as Microsoft Project, Jira, Asana, Monday.com, Trello, Smartsheet, or similar tools.
• Strong working knowledge of Microsoft Office Suite, including Excel, PowerPoint, Word, Outlook, and Teams.
• Familiarity with project management methodologies, including Agile, Waterfall, or hybrid approaches.

Core Competencies

• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to prioritize multiple projects and competing deadlines effectively.
• Strong analytical and problem-solving capabilities.
• Demonstrated ability to work independently while collaborating effectively across teams.
• Proactive mindset with a focus on accountability, customer service, and results.

Preferred Qualifications

• CAPM, PRINCE2 Foundation, PMP coursework, or other project management certifications.
• Experience supporting cross-functional projects in a corporate, manufacturing, technology, or operations environment.
• Knowledge of project governance, reporting, and performance tracking methodologies.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.