Job Summary: The Assistant Project Manager supports the planning, coordination, and execution of projects to ensure timely, high-quality delivery. Working closely with the Project Manager, this role provides administrative, operational, and coordination support across project planning, stakeholder communication, reporting, documentation, and day-to-day project activities. The ideal candidate is highly organized, proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
Project Planning & Coordination
- Assist in planning, coordinating, and executing project activities and deliverables.
- Support the development of project plans, schedules, timelines, milestones, and resource requirements.
- Coordinate day-to-day project activities to ensure timely completion of tasks and smooth project execution.
- Monitor project timelines, budgets, deliverables, and overall progress, reporting variances, risks, or delays to the Project Manager.
- Coordinate project meetings, schedules, and follow-up activities across internal teams and external stakeholders.
- Collect, organize, and analyze project data to monitor progress and support informed decision-making.
- Maintain accurate and up-to-date project plans, documentation, budgets, records, and project files.
- Identify project risks, issues, and dependencies, and escalate them to the Project Manager with recommended actions when appropriate.
Administrative & Operational Support
- Coordinate administrative activities, including scheduling meetings, preparing agendas, handling correspondence, and maintaining organized filing systems.
- Prepare project reports, proposals, presentations, and other supporting documentation.
- Process and track purchase orders, invoices, contracts, and other project-related documentation.
- Maintain accurate records of project expenditures, financial transactions, and supporting documentation.
- Coordinate meeting logistics, presentation materials, virtual collaboration platforms, and other project support tools.
- Maintain version control of project documents and ensure compliance with organizational documentation standards.
Communication & Stakeholder Management
- Support project communications through meetings, phone calls, written correspondence, and digital communication platforms.
- Build and maintain positive working relationships with internal teams, clients, vendors, and external stakeholders.
- Attend meetings, prepare detailed Minutes of Meeting (MoM), and follow up on action items to ensure timely completion.
- Attend internal and external meetings, workshops, and industry events, representing the project team when required.
- Prepare and coordinate client and vendor proposals, quotations, and related documentation while supporting negotiations and follow-up activities.
Monitoring & Reporting
- Monitor project performance against timelines, budgets, and deliverables, and prepare regular status reports and performance updates.
- Analyze project data to identify trends, risks, opportunities, and areas for improvement.
- Prepare project documentation and reports before, during, and after project implementation.
- Maintain accurate project records and ensure timely reporting to the Project Manager and relevant stakeholders.
Process Improvement
- Identify opportunities to improve project management processes, workflows, and operational efficiency.
- Recommend improvements to project documentation, reporting methods, databases, and administrative procedures.
- Support the implementation of process improvements and best practices across projects.
Cross-functional Support
Collaborate with cross-functional teams to ensure successful project delivery and organizational objectives are achieved.
Provide support to team members and assist with additional project-related tasks as assigned.
Adapt to changing priorities, project requirements, and deadlines while maintaining a high standard of quality.
Demonstrate flexibility to accommodate occasional after-hours work, weekends, or travel requirements based on business needs.
Bachelor's degree in Project Management, Business Administration, Management, Engineering, or a related field.
1 - 3 years of experience in project coordination, project management, operations, or a similar role.
Project management certification is an advantage.
Experience coordinating multiple projects simultaneously in a fast-paced environment is preferred.
Experience with budgeting, reporting, procurement processes, or contract administration is an advantage.
