Project Administrative Officer

Job Title: Project Administrative Officer
Job Overview:
A Project Administrative Officer is responsible for providing administrative support and coordination to project teams, ensuring that projects are executed efficiently and all documentation is managed effectively. They play a vital role in helping project managers and teams meet their objectives by handling administrative tasks and facilitating communication.
Key Responsibilities:
Documentation Management: Maintain and organize project documentation, including project plans, reports, schedules, and communication records. Ensure that documents are accurately labeled, filed, and easily accessible for team members.
Scheduling and Coordination: Assist in scheduling meetings, conference calls, and project-related activities. Coordinate the availability of team members and resources to ensure smooth project operations.
Communication: Act as a liaison between project teams and stakeholders. Distribute project-related information, updates, and announcements to team members and relevant parties. Ensure timely communication within the project group.
Record Keeping: Keep detailed records of project activities, decisions, and milestones. Prepare meeting agendas, take meeting minutes, and distribute them to the appropriate parties.
Resource Management: Monitor and manage project resources, such as office supplies, equipment, and materials, to ensure that they are readily available when needed.
Budget Tracking: Assist in tracking project budgets and expenses. Keep records of project-related costs and help prepare financial reports as needed.
Quality Assurance: Support the project manager in maintaining and ensuring the quality of project deliverables. Follow up on action items and ensure they are completed within deadlines.
Reporting: Prepare regular progress reports and status updates on project activities, timelines, and milestones for both internal and external stakeholders.
Risk Management: Assist in identifying and documenting project risks and issues. Contribute to the development of risk mitigation strategies.
Ad HOC Tasks: Perform various administrative tasks as needed to support project objectives and the project team. This may include data entry, research, and other duties as required.
Qualifications:
Bachelor’s degree in business administration, project management, or a related field.
Strong organizational and time management skills.
Proficiency in office software, including Microsoft Office (Word, Excel, PowerPoint, and Outlook).
Excellent communication and interpersonal skills.
Attention to detail and accuracy in document management.
Ability to multitask and work in a fast-paced environment.
Knowledge of project management methodologies and tools can be a plus.
Experience:
Experience in project administration, administrative support, or a related field is beneficial, but entry-level candidates with the necessary qualifications may be considered.
Career Progression:
With additional experience and training, a Project Administrative Officer can advance to roles such as Project Coordinator, Project Manager, or other positions in project management, depending on their career goals and interests.