Offer summary

Qualifications:

Experience in administrative support or project management is preferred., Strong organizational skills and attention to detail are essential., Proficiency in English with excellent communication skills is required., Familiarity with invoice management and scheduling tools is a plus..

Key responsibilities:

Assist the Project Manager in coordinating and overseeing projects from start to finish.

Manage invoice collection, submission, and payment tracking.

Schedule meetings and prepare agendas, ensuring effective communication among stakeholders.

Maintain project documentation and provide general administrative support to the project team.

Job description

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J-CPT-8989 Project Assistant

REQUIRED SERVICE: Business Support
REQUESTED EXPERIENCE TIER LEVEL: Junior/ Senior Level
MIN. HOURS/WEEK: 10 hours
SHIFT TIME ZONE: EST
SHIFT HOURS: between 9:00am to 5:00pm
SHIFT DAYS: Monday to Friday
Number of VAs: 1

GENDER PREFERENCE: N/A
LANGUAGES SPOKEN/PREFERENCE: English
ACCENT PREFERENCE: neutral accent
REGION PREFERENCES: Philippines OR Belize only

Job Details

The Assistant Project Manager will support the Project Manager in coordinating and overseeing projects from initiation to completion. This role involves administrative tasks such as invoice collection and submission, payment confirmation, scheduling meetings, and ensuring that projects remain on track and within budget.

Responsibilities:

Invoice Management:
Collect and submit invoices for processing.
Track and confirm payments, ensuring timely and accurate processing.
Maintain records of invoices and payments for reference and auditing purposes.

Scheduling and Coordination:
Schedule meetings between key stakeholders, including project team members, clients, and vendors.
Prepare and distribute meeting agendas, take notes, and follow up on action items.
Coordinate and manage project calendars to avoid conflicts and ensure timely meetings.

Project Support:
Assist in the development and updating of project plans and schedules.
Monitor project timelines and milestones, helping to keep the project on track.
Support the Project Manager in tracking project budgets and expenditures.

Communication:
Act as a liaison between the Project Manager, team members, and stakeholders.
Prepare and distribute project reports and updates.
Handle routine project-related inquiries and escalate complex issues to the Project Manager.

Documentation and Record Keeping:
Maintain project documentation, including contracts, reports, and correspondence.
Ensure that all project files are organized and accessible for team members and stakeholders.

Administrative Tasks:
Provide general administrative support to the project team.
Perform other duties as assigned by the Project Manager.