Assistant I, Administrative Services

Schneider Electric•Buffalo, NY

2d•Remote

About The Position

The Project Management Administrator serves as a key partner to Project Managers by providing comprehensive administrative, reporting, and coordination support throughout the project lifecycle. The role requires strong organizational skills, attention to detail, effective communication abilities, and the capability to manage multiple priorities in a fast-paced environment while ensuring project teams remain focused on delivering successful outcomes. The Project Management Administrator provides administrative and coordination support to Project Managers and cross-functional project teams. This role assists with project planning, scheduling, documentation, reporting, resource coordination, and stakeholder communications to help ensure projects are executed efficiently and meet established timelines and objectives.

Requirements

Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint
Strong verbal and written communication skills
Accurate and efficient data entry capabilities
Excellent organizational and time management skills
Experience managing calendars and coordinating meetings
Ability to collaborate effectively with colleagues across functions
Strong attention to detail and commitment to accuracy
Proactive, self-motivated approach with the ability to work independently
Ability to handle confidential information with professionalism and discretion
Flexibility and adaptability when managing changing priorities
Strong problem-solving skills and a customer-focused mindset

Nice To Haves

Experience with Acumatica (CRM/ERP) or other project management systems

Responsibilities

Support Project Managers with the planning, coordination, and administration of multiple projects and customer initiatives.
Maintain project schedules, milestones, action item logs, risk registers, and status reports to ensure project activities remain on track.
Coordinate project meetings, prepare agendas, document meeting minutes, and track follow-up actions to completion.
Assist in developing and distributing project status updates, dashboards, and reports for leadership, customers, and project stakeholders.
Maintain project records and documentation within Acumatica (CRM/ERP) and other project management systems, ensuring data accuracy and completeness.
Track project-related orders, deliverables, and dependencies, escalating delays or issues to the Project Manager as needed.
Coordinate with Supply Chain, Logistics, Operations, and Service teams to monitor open orders, inventory requirements, and project deliverables.
Assist Project Managers in monitoring project scope, timelines, and resource allocations to support successful project execution.
Support the preparation and review of project documentation, contracts, service agreements, statements of work, and customer requirements.
Track and communicate project risks, issues, and change requests, ensuring timely visibility and resolution.
Assist with resource scheduling and coordination between internal teams, field personnel, vendors, and customers.
Prepare customer-facing and internal communications on behalf of Project Managers regarding project status, milestones, and deliverables.
Organize and maintain project documentation repositories, including project plans, correspondence, reports, and lessons learned.
Provide administrative and operational support for project governance, audits, and process improvement initiatives.
Assist with special projects and other duties as assigned by the Project Manager or department leadership.