Administrative Assistant

Job Title: Administrative Assistant/Project Coordinator

Location: Remote / WFH

Shift: Monday to Friday, 8:00 AM – 5:00 PM US timezone

Overview

The Administrative Assistant is responsible for providing administrative and project support to ensure efficient day-to-day operations. This role supports project tracking, billing, purchase order processing, data entry, and documentation while coordinating with internal teams to ensure projects are completed accurately and on time. The ideal candidate is highly organized, detail-oriented, and experienced with Oracle, Smartsheet, and Microsoft Office in a fast-paced project environment.

Responsibilities

Process purchase orders (POs) using Oracle.

Assist with job billing and invoice support.

Assign and debrief work orders within Oracle.

Update and maintain project tracking in Smartsheet.

Enter, review, and verify project data for accuracy.

Compare project data against billing requirements.

Create as-built documentation, including codes and footage details.

Generate purchase orders for projects as needed.

Communicate with internal teams to support project completion and billing activities.

Provide administrative support to managers and project teams.

Perform general office and basic bookkeeping duties.

Manage schedules and coordinate travel arrangements when required.

Prepare, file, and maintain reports, memos, letters, and other business documents.

Perform photocopying and other document production services.

Assist with coordinating meetings, special events, and projects.

Attend meetings and record meeting minutes.

Qualifications

3–5 years of experience as an Administrative Assistant or Project Coordinator.

Experience using Oracle for purchase orders, work orders, or project administration.

Experience using Smartsheet for project tracking preferred.

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

Experience with project tracking, billing support, and data entry systems.

Strong organizational and multitasking skills with the ability to manage multiple projects simultaneously.

Strong attention to detail and commitment to data accuracy.

Excellent verbal and written communication skills.

Professional demeanor with strong customer service skills.

Ability to work independently and solve problems in a fast-paced environment.

Experience working in customer-facing and professional business environments preferred.