Project Support Specialist

VLinc; United States; Hybrid; USD 50,000 - 65,000; Full time

Job summary

A healthcare solutions provider is seeking a Project Support Specialist to provide vital administrative and operational support to ensure project efficiency. The candidate will manage documentation, coordinate administrative tasks, and process invoices, working closely with project teams in a hybrid environment. A bachelor's degree and 2+ years of relevant experience are required, along with strong organizational skills and proficiency in Microsoft Office.

Qualifications

• 2+ years of experience in administrative support, project coordination, or a similar role.
• Attention to detail and a proactive attitude to anticipate and resolve issues.

Responsibilities

• Coordinate day-to-day administrative tasks to ensure the project team remains organized.
• Organize, review, and maintain project documentation, ensuring compliance with established standards.
• Facilitate communication among team members to keep the project running smoothly.

Skills

Organizational skills

Excellent verbal and written communication

Proficiency in Microsoft Office Suite

Project management tools

Education

Bachelor's degree in Business Administration or related field

Tools

MS Project

Smartsheet

Job description

The Project Support Specialist will provide essential administrative and operational support to ensure the smooth execution of projects. This role involves managing documentation, coordinating administrative tasks, processing invoices, and overseeing purchase orders. Acting as the backbone of the project team, the specialist will work closely with project managers, analysts, and other team members to maintain efficiency and compliance with client and organizational requirements.

Responsibilities

Administrative Support:

• Coordinate day-to-day administrative tasks to ensure the project team remains organized and on track.
• Maintain project schedules, calendars, and meeting documentation.
• Serve as a point of contact for internal and external stakeholders regarding administrative queries.

Documentation Management:

• Organize, review, and maintain project documentation, ensuring compliance with established standards.
• Support the preparation and submission of deliverables, such as logistics plans, training materials, and technical documentation.
• Track revisions and maintain version control of all project documents.
• Process invoices, track expenses, and ensure timely payments to subcontractors and vendors.
• Prepare and manage purchase orders, ensuring they align with project budgets and timelines.
• Assist with financial reporting to provide transparency and accountability for project expenditures.

Coordination and Communication:

• Facilitate communication among team members to keep the project running smoothly.
• Schedule and coordinate meetings, including preparing agendas and capturing action items.
• Assist in coordinating subcontractor activities and ensuring all administrative aspects are addressed.

Process Improvement:

• Identify opportunities to streamline administrative processes and improve project efficiency.
• Maintain standard operating procedures and best practices for administrative tasks.

Qualifications

• Bachelor's degree in Business Administration , Project Management, or a related field, or equivalent experience.
• 2+ years of experience in administrative support, project coordination, or a similar role.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite and project management tools (e.g., MS Project, Smartsheet, or similar platforms).
• Familiarity with invoicing, purchase order processes, and documentation management.
• Attention to detail and a proactive attitude to anticipate and resolve issues.

Work Environment and Conditions

This is a hybrid role, with flexibility to work remotely and occasional in-office or on-site support as required . The position involves close collaboration with diverse team members in a fast-paced, dynamic environment.

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