Job Title: Administrative Assistant
Job Location: Norfolk, VA
Duration: 12 Months
Shift: 7:30am to 4:30pm
We are seeking a detail-oriented and organized Administrative Project Coordinator to support our team with day-to-day administrative and project-related tasks. This role is critical in helping maintain accurate project records, ensuring compliance with internal processes, supporting project teams, and assisting with various operational activities.
The ideal candidate is highly organized, able to manage multiple priorities, communicates effectively, and takes ownership of assigned tasks. This position offers an opportunity to gain exposure to project coordination, financial tracking, customer support, and business operations.
Key Responsibilities
Administrative Support
- Maintain project documentation and electronic filing systems.
- Enter, update, and validate information in company databases and systems.
- Assist with document preparation, reporting, and data management.
- Schedule meetings and coordinate meeting logistics.
- Monitor shared mailboxes and route requests to appropriate team members.
- Support leadership with special projects and administrative assignments.
Project Coordination Support
- Assist with project setup, maintenance, and closeout activities.
- Review project documentation for accuracy and completeness.
- Track project milestones, deadlines, and action items.
- Support project financial reviews by updating project information and reports.
- Monitor project compliance with established processes and deadlines.
Customer Service & Communication
- Respond professionally to internal inquiries.
- Follow up with project teams as needed to obtain missing information.
- Maintain positive working relationships with project stakeholders.
- Escalate issues requiring management attention in a timely manner.
Qualifications
Required Skills
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Ability to prioritize multiple tasks in a fast-paced environment.
- Strong attention to detail and accuracy.
- Proficiency with Microsoft Office applications, including Excel, Outlook, Word, and Teams.
- Ability to learn new systems and processes quickly.
- Self-motivated with a strong sense of accountability.
Desired Qualities
The successful candidate will:
- Take ownership of assigned work and consistently follow through to completion.
- Demonstrate strong attention to detail and accuracy.
- Communicate professionally and effectively with team members.
- Be proactive in identifying issues and seeking solutions.
- Adapt quickly to changing priorities and business needs.
- Work independently while also collaborating effectively with a team.
- Maintain confidentiality and professionalism when handling sensitive information.
- Show a willingness to learn and support continuous process improvement.
Performance Expectations
- Meet established deadlines and quality standards.
- Maintain accurate records and project documentation.
- Support compliance with company processes and requirements.
- Demonstrate reliability, accountability, and professionalism.
- Contribute positively to team goals and customer satisfaction.
- Effectively manage multiple priorities with minimal supervision.