Overview

The Administrative Assistant / Project Coordinator provides on‑site administrative and project support to ensure smooth operations across laboratory and field‑based projects. This role manages documentation, coordinates with internal technical teams, supports scheduling and project tracking, and serves as a communication point for clients and stakeholders. It requires strong organization, attention to detail, and the ability to keep fast‑moving projects on track from intake through final deliverables.

Must Haves

• 1+ year of experience in an office or administrative support role
• Strong organizational skills with the ability to manage multiple priorities
• Experience maintaining documentation, records, and project files
• Professional communication skills—written, verbal, and client‑facing
• Proficiency with Microsoft Office and general PC literacy
• Ability to coordinate across teams and support project timelines
• Comfortable working 100% on‑site
• Ability to take meeting minutes, prepare reports, and support daily administrative tasks
• Strong attention to detail and accuracy in documentation and data entry

Plusses

• Experience supporting technical, laboratory, environmental, or field‑based teams
• Prior exposure to project coordination or project scheduling
• Experience interacting with clients or external stakeholders
• Familiarity with procurement or ordering supplies
• Experience in insurance, consulting, or scientific environments

Day‑to‑Day

• Prepare correspondence, reports, meeting minutes, and project documentation
• Maintain organized digital and physical filing systems, manuals, and attendance records
• Assist in planning, scheduling, and monitoring project timelines and deliverables
• Coordinate with internal teams (scientists, investigators, hygienists, analysts, technicians) to ensure timely project progression
• Serve as a point of contact for clients and stakeholders, providing updates and addressing inquiries
• Track project activities, analyses, and findings to ensure accurate and up‑to‑date records
• Support procurement of supplies and resources for ongoing projects
• Facilitate communication between team members and external partners
• Monitor project progress, flag potential issues, and assist in developing solutions
• Prepare reports and presentations for internal review and client delivery
• Process invoices, maintain records, and support general office operations
• Maintain supply inventory and order materials as needed
• Provide back‑up phone support and assist with travel arrangements
• Perform additional administrative and coordination tasks to support laboratory operations