Administrative Assistant

We are looking for a Project Coordinator to support project administration and daily office operations. This is a part-time Long-term Contract position suited for someone who enjoys keeping projects organized, managing documentation, and providing dependable coordination support. The ideal candidate will be comfortable balancing project-related tasks, administrative responsibilities, and communication with internal and external stakeholders while contributing to efficient and organized project delivery.

Responsibilities:

• Process and review contractor invoices, ensuring billing aligns with contract terms and project requirements.

• Track project schedules, timelines, and key deadlines to support on-time completion of activities and milestones.

• Draft, proofread, and edit correspondence, letters, and communications with property owners, management companies, and project stakeholders.

• Maintain and organize both physical and electronic project files, ensuring records are accurate and accessible.

• Prepare meeting agendas, document notes, and distribute follow-up information to support project communication.

• Enter, update, and maintain project-related data and documentation with a high level of accuracy and attention to detail.

• Coordinate administrative activities, communications, and routine paperwork to support project and office operations.

• Provide general administrative and project support as needed to assist team members and ensure smooth day-to-day operations.

Requirements:

• 2+ years of experience in project coordination, administrative support, project administration, or a related role.

• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines simultaneously.

• Experience reviewing invoices, purchase orders, contracts, or other project-related documentation preferred.

• Excellent written and verbal communication skills, including experience drafting professional correspondence and meeting materials.

• High attention to detail with strong data entry, recordkeeping, and document management abilities.

• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.

• Experience maintaining electronic and physical filing systems in a professional environment.

• Ability to work independently while collaborating effectively with internal teams, contractors, and external stakeholders.

• Experience supporting construction, property management, engineering, utilities, real estate, or project-based environments is preferred but not required.

• Demonstrated ability to handle confidential information with professionalism and discretion.