Remote Project Administration Specialist

Sales Match; Madison (WI); Remote; USD 45,000 - 62,000; Full time

Benefits offered by this job

Fully remote work

Structured onboarding

Health coverage

Paid leave

Maternity leave

Bonus opportunities

Stipends

Job summary

Sales Match in Wisconsin is hiring a Project Administration Assistant to support the project management team from home. The role involves updating task lists, preparing status summaries, and coordinating meetings with project managers and task owners. A 40-hour workweek, fully remote in the United States, is required.

The position sits within the project management group and reports to a project team lead. This entry-level role requires a high school diploma with no strict experience, though

Qualifications

• High school diploma or equivalent.
• No experience required; related project administration, office support, or team coordination experience preferred.
• Basic understanding of project phases, milestone tracking, action item tracking, and resource coordination.
• Familiarity with Agile methodologies and waterfall project management is helpful for following different project routines.
• Ability to update task boards, edit spreadsheet trackers, and manage shared calendars using established instructions.
• Clear written and spoken communication for requesting updates, summarizing meetings, and asking questions when information is incomplete.
• Availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Responsibilities

• Receive project support requests through shared email and task queues. Check the project name, requested action, due date, and assigned contact before updating tasks.
• Update assigned tasks in a project management tool such as monday.com. Record owners, milestones, progress, and approved date changes using the team template.
• Check task updates against information from task owners. Flag missing dates, unclear assignments, and conflicting information for the project manager before making changes.
• Arrange project meetings using a scheduling and calendar tool such as Google Calendar. Confirm participant availability, circulate agendas, and include relevant discussion points.
• Take meeting notes and list decisions, action owners, and due dates. Share drafts with the meeting organizer for review before sending approved notes.
• Maintain milestone trackers using a spreadsheets and data entry tool such as Microsoft Excel. Apply standard formats and check totals, dates, and task references.
• Request progress updates when agreed checkpoints approach. Follow up on unanswered requests and tell the project manager when delayed responses could affect milestones.
• Prepare routine status summaries from verified updates. Highlight overdue actions, upcoming milestones, and resource availability conflicts for the project manager to address.
• Support project closure by confirming completed actions with task owners. Update task status and prepare a short list of remaining handover items.
• Quality is judged by accurate updates, timely turnaround, complete notes, and consistent follow-up. Apply feedback from the project team lead to recurring tasks.

Education

High school diploma or equivalent

Tools

monday.com

Google Calendar

Microsoft Excel

Job description

Sales Match in Wisconsin is hiring a Project Administration Assistant to support the project management team from home. The role involves updating task lists, preparing status summaries, and coordinating meetings with project managers and task owners. A 40-hour workweek, fully remote in the United States, is required.

The position sits within the project management group and reports to a project team lead. This entry-level role requires a high school diploma with no strict experience, though