Project Administration Specialist

Job Title: Project Administration Specialist Monthly Pay: $4,209 - $5,664 USD per month Summary: Working in a Project management tool such as Asana and a Spreadsheets and data entry tool such as Google Sheets, the Project Administration Specialist keeps project activities organized and progress information current. This role sits within the project management team and works under a project manager, supporting dependable handoffs and timely decisions. The specialist works with project coordinators, task owners, and department contacts to clarify updates, track commitments, and maintain shared project information. This fully remote position offers work from home in New York, United States, with responsibilities completed entirely at a desk. The role requires a 40-hour weekly commitment. Working days and shift times may vary. Job Responsibilities:

• Review incoming project requests through shared email and project queues, identify the requested action, and route unclear requests to the project manager.
• Check each request for a clear purpose, assigned owner, target date, and supporting information before adding it to the project tracker.
• Create and update project tasks using a Project management tool such as Asana, following established naming conventions and agreed project structures.
• Maintain milestone trackers using a Spreadsheets and data entry tool such as Google Sheets, checking dates and progress entries against task owner updates.
• Arrange project meetings using a Scheduling and calendar tool such as Google Calendar, confirming participants, meeting details, and materials with the project manager.
• Prepare meeting agendas from open project items, capture decisions and assigned actions, and distribute concise notes to the relevant participants.
• Follow up with task owners when updates are missing or deadlines approach, recording responses and the next agreed action in shared trackers.
• Flag overdue tasks, conflicting dates, and unresolved dependencies to the project manager, providing enough context for prioritization without changing project commitments independently.
• Compile routine progress summaries, reconcile inconsistent task information, and prepare completed project materials for the project manager's review and handoff.
• Maintain work quality through accurate entries, timely updates, complete notes, and documented follow-up, addressing corrections identified during project manager reviews.

Qualifications:

• High school diploma or equivalent.
• About 1-2 years of experience in project administration, project support, or related coordination preferred.
• Familiarity with project phases, milestones, dependencies, action lists, and the difference between an assigned task and an approved project change.
• Ability to maintain clear task descriptions and organized project information using shared trackers and established naming conventions.
• Working knowledge of project tracking tools, spreadsheets, and shared calendars, including checking entries for completeness and consistency.
• Clear written and verbal communication for requesting updates, summarizing decisions, and explaining missing information to colleagues.
• Ability to organize competing administrative priorities, recognize when guidance is needed, and follow established review steps.
• A reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work with desk-based project administration responsibilities completed from home.
• Structured onboarding and training on a Project management tool such as Asana, a Spreadsheets and data entry tool such as Google Sheets, and a Scheduling and calendar tool such as Google Calendar.
• Regular check-ins with the project manager serving as the team lead to review priorities, answer questions, and discuss progress.
• Opportunities to build project scheduling, project documentation, and project tracking skills through practical administrative work.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.

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