Project Management Assistant

Project Management Assistant

SUMMARY
The Project Management Assistant
supports the efficient operation of the department by assisting Project
Managers with clerical and administrative tasks and managing sample
movement. This role involves identifying
and resolving straightforward issues independently, using established
procedures.

DUTIES AND RESPONSIBILITIES

• Generate project job numbers, enter sample information into the internal LIMS system, and create and maintain working files on the network.
• Package, label, and manage all project-related samples.
• Works closely with the warehouse and project management teams to ensure accurate documentation, proper packaging, and efficient movement of both active and storage samples.
• Collaborate closely with internal teams, including laboratory technicians, managers, and supporting staff, to foster effective communication and streamline project coordination and execution.
• Assist Project Managers in
  creating basic Gantt charts, workflows, and update project status in
  internal systems.
• Compile and format all
  relevant information for entry into the final report.
• Submit work orders to
  laboratories, track sample receipt and processing status, and address any
  related issues proactively.
• Maintain and organize project management files, records, and databases.
• Adhere to all Health, Safety, and Environment (HSE) policies, procedures, regulations, and best practices.
• Other duties as required.

KNOWLEDGE:
Intermediate knowledge of organizational administrative principles, concepts,
rules, and techniques. Basic knowledge
of packaging materials, including liquids and hazardous materials, for courier,
domestic, and international shipments.

SKILLS:

• High school diploma or equivalent is required.
• At least 3 years of administrative experience in a related role.
• Proficiency in administrative software (Microsoft Word, Excel, PowerPoint, SharePoint, Outlook).
• Valid driver's license and a good driving record.

KNOWLEDGE, SKILLS &
ATTRIBUTES

• Adaptable, proactive, and capable of handling multiple projects simultaneously.
• Detail-oriented with excellent documentation and reporting abilities.
• Basic knowledge of core analysis terminology and laboratory workflows.
• Demonstrates a high level of dedication.
• Ability to perform under strict deadlines.
• Commitment to maintaining a safe working environment.
• Thorough understanding and adherence to HSE policies and regulations.
• Strong communication, presentation, and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced and dynamic environment.
• Proficient in Microsoft Office applications.
• Proficiency in basic mathematical concepts, including addition, subtraction, multiplication, and division using whole numbers, fractions, and decimals.
• Strong problem-solving skills and the ability to adapt to changing priorities.

PHYSICAL DEMANDS
The
physical demands described here are representative of those that must be met by
an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.

• The employee may be asked to lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Manual dexterity and hand-eye coordination for typing and handling core samples.
• Comfortable wearing personal protective equipment (PPE) as required for safety purposes.
• Capable of standing, walking, bending, and sitting at a desk for extended periods while working on a computer.

WORK ENVIRONMENT:
The work
environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.

• This position resides within a normal office working environment.While performing the duties of this job, the employee may be exposed to fumes or airborne particles.The employee may also be exposed to toxic or caustic chemicals in some work areas.The noise level in the work environment is usually moderate.