Project Specialist

Ultimate Staffing Services; Grapevine (TX); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401K

Job summary

Ultimate Staffing Services in Grapevine, TX is seeking a Project Specialist to support planning, execution, and delivery of projects. This full-time, onsite role partners with Project Managers and cross-functional teams to coordinate activities, maintain documentation, and track milestones.

The ideal candidate will be highly organized, excel at communication, and thrive in a fast-paced environment. Responsibilities include status reporting, risk monitoring, and contributing to continuous

Qualifications

• Bachelor's degree in Business Administration, Project Management, Operations Management, or related field.
• 1–3 years of experience supporting projects or related functions.
• Ability to work effectively in a team environment.

Responsibilities

• Support planning, scheduling, and execution of assigned projects under PMs.
• Track timelines, milestones, deliverables, and dependencies.
• Maintain project plans, minutes, and documentation.
• Coordinate meetings, agendas, decisions, and follow-up actions.
• Prepare status reports, dashboards, and progress summaries.
• Identify risks and help implement mitigation plans.

Skills

Project coordination

Communication skills

Organizational skills

Time management

Education

Bachelor's degree

Tools

Microsoft Project

Jira

Asana

Monday.com

Trello

Smartsheet

Microsoft Office

Job description

Project Specialist (JN -102026-432426) Grapevine, Texas

Salary: USD60000 - USD65000 per year + Medical, Dental, Vision, 401K

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.
• 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.
• 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.
• 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.