Project Office Administrator

Required Skills :

• At least two years of relevant experience supporting large organizations with multiple projects and teams.
• Strong collaboration, customer service, organization, prioritization, planning, and general administrative skills.
• Demonstrated attention to detail and ability to manage multiple tasks in parallel.
• Strong verbal and written communication skills, with a polite and professional approach across phone, email, mail, and in-person interactions.
• Ability to work effectively both independently and as part of a team.
• Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint, along with strong typing and general computer skills .
• Proactive, service-oriented mindset with the ability to anticipate needs, resolve issues, and create a seamless, positive experience for staff, clients, vendors, and guests.

Preferred Skills :

Bachelor’s or associate degree.

• Experience supporting corporate, professional services, hospitality, or other customer-focused office environments.
• Experience coordinating meetings and events, managing shared workspaces, and working with internal teams and external vendors.
• Experience generating reports, transcribing meeting minutes, preparing presentations, and conducting research.
• Strong problem-solving, critical-thinking, decision-making, negotiation, and conflict-resolution skills.
• Ability to troubleshoot routine office, facility, housekeeping, kitchen/pantry, and audiovisual support needs.

Responsibilities :

• Manage staff administration activities, including assisting with onboarding, offboarding, staff tracking, access coordination, and hardware procurement as needed.
• Perform day-to-day office administration, including filing, report and presentation preparation, meeting setup, mail support, and supply replenishment.
• Provide real-time scheduling support by booking appointments, coordinating calendars, resolving conflicts, and supporting effective use of meeting and workspace capacity.
• Prepare reports, transcribe and distribute meeting minutes, create presentations, and conduct research as requested.
• Maintain accurate inventories of office supplies, staff equipment, and other workplace needs; coordinate procurement and replenishment with vendors and internal stakeholders.
• Organize and coordinate project meetings, events, and related logistics, including room setup, catering, audiovisual needs, vendor coordination, day-of execution, and issue resolution.
• Establish and maintain project administration processes, trackers, templates, and supporting documentation that contribute to the account’s overall project management delivery.
• Assist with preparing, formatting, reviewing, packaging, and distributing client deliverables in accordance with project standards and deadlines.
• Serve as a primary point of contact for routine office support requests and coordinate timely resolution of facility, housekeeping, kitchen/pantry, workspace, and technology issues.
• Build and maintain collaborative relationships with staff, clients, vendors, and other stakeholders through responsive, professional communication and customer service.

Anticipate operational and stakeholder needs, identify potential conflicts or service gaps, and take proactive action to support a seamless and positive experience