Project Manager Administrative Support

@ Chicago Lightworks LLC

Position Overview

The Project Manager Administrative Support Associate plays a key role in assisting the project management team with day-to-day tasks and organizational needs. This role ensures that project managers have the resources, documentation, and administrative support required to deliver projects efficiently.

Key Responsibilities

• Provide direct administrative support to the project management team for documentation, scheduling, and reporting.
• Maintain accurate project files with contacts, correspondence, and supporting materials.
• Input and update project details in databases.
• Track and communicate lead times to clients and internal teams.
• Assist with preparing project reports, presentations, and status updates.
• Coordinate internal communication between sales, operations, accounting, and other departments.
• Help with vendor and manufacturer setup tasks and follow-ups.
• Support order processing and tracking ensuring current and accurate information.
• Provide backup support to project managers as needed.

Job Requirements

• Strong organizational and prioritization skills with exceptional attention to detail.
• Proven administrative experience supporting a team or department.
• Excellent written and verbal communication skills.
• Proficiency with data entry, documentation, and reporting; project management experience is a plus.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Team-oriented and flexible with a proactive, solutions-focused mindset.
• Positive demeanor and patience with ambiguity.
• Industry knowledge is helpful but not required.

Key skills/competency

• Project Management
• Administrative Support
• Documentation
• Scheduling
• Reporting
• Data Entry
• Communication
• Organization
• Vendor Coordination
• Team Support