Project Assistant Jobs in Santa Rosa Beach, FL (NOW HIRING)

The Project Management Administrative Assistant provides comprehensive administrative and operational support to the Project Management organization, ensuring the efficient coordination of departmental activities, and ensure clear and effective internal and external stakeholder communications. This position is responsible for managing and facilitating the Client Red Carpet Treatment process that provides a professional and seamless elevated experience for visiting clients and key internal stakeholders.

REQUIRED

• High school diploma or equivalent.

• Administrative, project support, document-control, customer-service, or related office experience. Equivalent education and experience may be considered.

• Advanced Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Ability to prepare accurate business documents, maintain organized records, manage multiple priorities, and meet established deadlines.

• Effective written and verbal communication skills and the ability to work collaboratively with internal and external stakeholders.

• Ability to pass a background check and obtain a Transportation Worker Identification Credential (TWIC) when required for port access.

DESIRED

• Associate degree or coursework in business administration, project management, accounting, supply chain, or a related field.

• Experience supporting engineering, manufacturing, offshore, energy, or other project-driven operations.

• Experience with enterprise resource planning, purchasing, financial, document-management, or project-tracking systems.

• Working knowledge of project terminology, purchasing documentation, invoicing support, shipping documentation, and controlled records.

• Knowledge of Peoplesoft

• Experience with coordinating or supervising complex organizational systems or projects preferred.  

• AI experience (professional and personally)                  

Knowledge, Skills, Abilities, and Other Characteristics

• Organizes work effectively, establishes priorities, and follows through on commitments with limited supervision.

• Uses sound judgment, maintains confidentiality, and handles sensitive business information appropriately.

• Produces accurate work with close attention to detail, document quality, deadlines, and version control.

• Communicates clearly and consistently and keeps appropriate stakeholders informed of status, changes, and required actions.

• Identifies missing information, resolves routine administrative issues, and escalates risks or delays to the appropriate owner.

• Adapts to changing priorities and works effectively in a fast-paced, team-oriented environment.

• Demonstrates professionalism, service orientation, initiative, dependability, and commitment to continuous improvement.

Working Conditions 

• Almost exclusively indoors during the day and occasionally at night. 
• Occasional exposure to airborne dust in the work place. 
• Work surface is stable (flat).

Benefits Statement 

We offer a comprehensive and competitive benefits package. Employee benefits vary by role, however, may include Health and Wellness, Mental Health, Retirement Savings, Life and Disability, Paid Maternity and Parental Leave, Paid Time Off, Tuition Reimbursement, and an Employee Assistance Program.

Essential

• Manage Client Visits in accordance with the Client Red Carpet Treatment Process.

• Manage the visitor calendar and report out weekly

• Manage the Welcome TV screens using OptiSign application

• Schedule internal and external meetings

• Coordinate virtual meeting details

• Physically prep conference rooms for proper meeting readiness

• Responisble to prepare agendas; record meeting minutes; and maintain action-item lists as requested.

• Assist with Overhead purchase requisitions, purchase-order documentation, invoice support, payment-milestone documentation, and follow-up on approvals or missing information.

• Manage The Project Management Conference Room / Lunch Area and ensure Customer fridge stocked and office supplies available.

• Handle project and business information with discretion and follow applicable company requirements for records, data integrity, confidentiality, and internal controls.

• Provide administrative coverage and general office support for the Project Management department during periods of high workload or employee absence.

• Order and coordiante internal and external lunches

• Escort clients on the campus

Non-Essential

• Assist with travel arrangements, expense documentation, supply orders, organizational charts, and departmental communications.

• Help prepare materials for training, audits, continuous-improvement activities, recognition programs, and team events.

• Perform other duties and support special projects as assigned.