Project Administration Assistant

Overview
We are seeking a detail-oriented Project Administrative Assistant to support the Technical Project Manager (TPM) on a Capital Expenditure (CAPEX) project. This role combines strong administrative capabilities with construction-context experience and advanced Microsoft Office proficiency. The position supports project governance, documentation, and day-to-day project administration, with a flexible remote work option.

Responsibilities
- Schedule and coordinate internal and external project meetings, including coordination with stakeholders, room bookings (when applicable), and calendar management.
- Take clear, accurate meeting minutes and convert them into structured action and decision logs.
- Maintain and track action/decision logs, monitor open items, and follow up to ensure timely closure.
- Update and manage project documents, including change management records, risk registers, and project dashboards.
- Support the TPM in updating project charters, organizational charts, and related governance documents.
- Prepare and distribute status reports, presentations, and briefing materials for project reviews.
- Maintain document control with versioning, labeling, and secure storage of records.
- Collaborate with cross-functional teams (engineering, procurement, finance, and construction) to gather inputs and ensure alignment.
- Ensure adherence to project management standards and organizational policies.
- Assist with ad hoc tasks and requests to support the TPM and project team.

Required Qualifications
- Proven administrative experience in a construction or capital projects environment.
- Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
- Excellent written and verbal communication skills.
- Demonstrated ability to manage multiple tasks, prioritize, and meet deadlines.
- High attention to detail and strong organizational skills.
- Ability to work independently with minimal supervision in a remote setting.
- Proactive attitude with problem-solving skills and initiative.

Preferred Qualifications
- Experience with project management or construction ERP systems or job cost reporting.
- Familiarity with change management processes and governance documentation.
- Experience taking minutes and producing action/decision log formats.
- Knowledge of risk management and project governance best practices.

Skills
- Time management and prioritization
- Meeting coordination and minute-taking
- Documentation control and versioning
- Data tracking and status reporting
- Effective communication and collaboration
- Adaptability and reliability in a remote work environment
- Basic critical thinking and issue resolution