Project Support Specialist

Overview

The Project Support Specialist supports the successful delivery of projects by managing administrative project activities, coordinating procurement processes, and maintaining accurate financial and resource reporting. This role is essential for ensuring smooth project operations, strong documentation discipline, and timely support for project managers and cross‑functional partners.

Responsibilities

Project Administration & Coordination

• Provide administrative support for project managers, including maintaining schedules, tracking deliverables, and updating project documentation.
• Coordinate project meetings, prepare agendas/minutes, and follow up on action items to ensure timely progress.
• Maintain organized and compliant project records, files, and documentation.

Procurement Administration

• Manage procurement activities such as preparing purchase requests, tracking orders, verifying deliveries, and processing invoices.
• Maintain accurate records of vendor interactions, contracts, and purchase documentation.
• Monitor procurement timelines to ensure alignment with project schedules and budget constraints.

Financial & Resource Reporting

• Assist with budget tracking, spend monitoring, and forecasting across assigned projects.
• Prepare financial reports and dashboards summarizing budget status, variances, and planned vs. actuals.
• Maintain resource demand data, track team allocation, and support capacity planning and staffing visibility.

Data Management & Reporting

• Collect, organize, and analyze project data, ensuring accuracy and completeness.
• Build and maintain Excel-based reports using pivot tables, formulas, and data validation.
• Support preparation of recurring status reports, KPI dashboards, and executive summaries.

Cross-Functional Support

• Serve as a liaison between project teams, procurement, finance, and other business partners to ensure smooth operations.
• Support issue resolution by escalating delays, risks, or discrepancies to project leadership.
• Contribute to continuous improvement of project workflows, templates, and reporting processes.

Qualifications

• Experience supporting projects, operations, or procurement-related functions.
• Strong proficiency in Microsoft Excel (pivot tables, formulas, data manipulation, data validation).
• Excellent organizational and documentation skills with high attention to detail.
• Ability to manage multiple priorities and deliver high‑quality work in a fast-paced environment.
• Strong communication and interpersonal skills for working with cross-functional teams across geographically diverse locations.
• Familiarity with project management tools or ERP/procurement systems is a plus.

Preferred Qualifications

• 2–4 years of experience in project coordination, procurement support, project administration, or a related role.
• Experience with budgeting, cost tracking, or resource planning.
• Knowledge of project management methodologies or frameworks (PMP, Agile, etc.) is helpful but not required.

Success Profile

• Leading Complexity
• Leading People
• Leading the Business
• Leading Self

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