Administrative Project Specialist

Position Summary : Position Summary :

The Assistant Project Specialist plays a key role in supporting the successful execution of engineering-related projects by collaborating with internal and external project leadership. This role involves assisting with client communication, monitoring financial health, managing project scheduling systems, and ensuring project needs are met within established budgets and timelines.

The ideal candidate will bring structure and consistency to project execution through organized team coordination, clear communication, and thorough documentation. This position requires proactive engagement with stakeholders including project teams, client representatives, vendors, suppliers, and subcontractors.

Key Responsibilities :

• Track and analyze project needs, deliverables, and milestones using internal software.
• Support monthly progress reporting and action item tracking.
• Coordinate and facilitate on-site and off-site meetings.
• Review and process bills, invoices, trip tickets, and expense reports for accuracy and compliance.
• Handle data entry tasks including change orders, cost reports, and accounts payable.
• Maintain and update project scheduling information.
• Identify and help resolve issues impacting project timeline, cost, or design.
• Maintain budget tracking systems and report project status.
• Create new projects in project management software and provide daily workflow updates.
• Coordinate training programs and track compliance with project requirements.
• Update SOPs and mentor new team members on best practices and processes.

Required Qualifications :