Project Administrative Assistant Job Description
Project Administrative Assistant
Job Description
I. Position Overview
The Project Administrative Assistant will provide administrative support to project teams across various sectors, ensuring efficient operation and coordination of project activities. This role involves handling documentation, scheduling, and communication tasks to facilitate smooth project execution.
II. About the Project
The project, titled "Urban Green Space Revitalization," aims to transform underutilized urban areas into vibrant green spaces that promote community engagement and environmental sustainability. This initiative includes the redesign and redevelopment of three city parks, incorporating new landscaping, playgrounds, and community gardens. The Project Administrative Assistant will play a crucial role in supporting the project team by managing various administrative tasks.
III. Responsibilities
A. Documentation Management
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Maintain and organize project documentation, including contracts, project plans, and reports.
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Prepare and distribute project reports, meeting minutes, and correspondence.
B. Scheduling and Coordination
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Assist in scheduling meetings, project reviews, and client presentations.
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Coordinate with project team members, clients, and stakeholders to ensure timely communication and task completion.
C. Office Support
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Handle office duties such as answering phones, managing emails, and maintaining office supplies.
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Assist with data entry, filing, and record-keeping.
D. Financial Administration
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Track project expenses and assist in budget management.
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Prepare and process invoices, purchase orders, and expense reports.
IV. Qualifications
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High school diploma or equivalent; associate's degree or administrative certification preferred.
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
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Excellent organizational and communication skills.
V. Skills
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Organizational Skills: Strong organizational skills to manage multiple tasks and maintain project documentation.
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Communication: Excellent verbal and written communication skills to interact with team members and clients.
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Time Management: Effective time management skills to handle multiple tasks and meet deadlines.
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Adaptability: Flexibility to adapt to changing project requirements and priorities.
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Technical Proficiency: Familiarity with project management software and tools.
VI. How to Apply
Eligible candidates can submit their resume and cover letter addressed to [YOUR COMPANY NAME] at [YOUR COMPANY EMAIL]. Please include "Project Administrative Assistant Application" in the subject line. Only shortlisted candidates will be contacted for interviews.
Please contact the HR Department at [YOUR COMPANY NUMBER] for more information.
