Assistant Project Manager

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.

Technical Skills

• Knowledge of project management principles, methodologies, and best practices.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook).
• Experience using project management tools such as Microsoft Project, Asana, Monday.com, ClickUp, Jira, Trello, or similar platforms.
• Strong documentation, reporting, and presentation skills.
• Ability to analyze project data and prepare accurate reports and dashboards.
• Familiarity with budgeting, scheduling, and resource planning.

Core Competencies

• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Problem-solving and critical thinking abilities.
• Proactive, adaptable, and able to work effectively in a fast-paced environment.
• Strong interpersonal and stakeholder management skills.
• Ability to work independently and collaboratively within cross-functional teams.
• High level of professionalism, integrity, and confidentiality.
• Willingness to learn, take initiative, and continuously improve processes.