ADMINISTRATIVE SUPPORT - PJE

Support

Position Summary

The Administrative Apprentice for Project Engineers provides operational, documentation, and coordination support to ensure smooth project execution. This role maintains accurate records, facilitates compliance with internal processes, supports data management and reporting, and assists in communication with vendors and stakeholders. The role is essential in enabling project engineers to focus on technical and execution tasks by handling administrative, process, and documentation responsibilities.

Key Responsibilities

• Documentation & Compliance Management
• Maintain comprehensive project documentation, including records related to PRs, POs, GRs, and payment processing.
• Update and manage project trackers to ensure accuracy and version control.
• Ensure all project activities follow internal compliance requirements, SOPs, and process guidelines.
• Coordinate with Finance, Procurement, and other internal teams to ensure timely documentation closure.
• Data Management & Reporting Support
• Collect, clean, and organize project data from multiple sources.
• Assist in analyzing project performance metrics and trends.
• Prepare and maintain dashboards, periodic reports, and status updates for internal teams and management.
• Support data accuracy and continuous improvement of reporting tools.
• Shipment & Financial Processing Coordination
• Process shipment requests and ensure proper documentation for logistics tracking.
• Assist in closing internal orders (IO), purchase orders (PO), and fixed asset (FA) reports required by Finance.
• Coordinate and follow up on pending financial documents and approvals.
• Process Improvement Support
• Assist in reviewing existing workflows and supporting optimization of SOPs and project processes.
• Help identify inefficiencies and propose administrative improvements to enhance productivity.
• Support implementation of new processes, templates, or tools for better project management.
• Vendor & Stakeholder Communication
• Handle routine communication, email correspondence, and follow-ups with vendors, contractors, and internal stakeholders.
• Coordinate information flow between project engineers and external partners to ensure alignment and timely updates.
  
  

Qualifications

Education & Experience

• Bachelor’s degree in business administration, Engineering Management, or related field (preferred).
• Prior experience in administrative or project support roles is an advantage, especially in engineering or technical environments.
  
  

Skills & Competencies

• Strong organizational and documentation skills.
• Proficiency in MS Office (Excel, PowerPoint, Teams) and data reporting tools.
• Basic understanding of procurement processes (PR, PO, GR) and financial documentation.
• Excellent communication and coordination abilities.
• Attention to detail and ability to manage multiple priorities.
• Familiarity with dashboards, trackers, or project management systems is a plus.
  
  

Work Attributes

• Proactive, reliable, and able to work independently.
• Collaborative mindset with willingness to support multiple engineers or project teams.
• Resourceful and process-oriented, with a continuous improvement mindset.
  
  

Job Overview

Obtains on-the-job training in a professional environment for progressive career development and engages with key stakeholders to provide administrative support to the organization.

Job Requirements

• Organizing meetings and meeting schedules for various departments; performing clerical duties such as preparing reports, filing, faxing, responding to phone calls and emails, etc.
• Performing data entries, supporting events and campaigns related to marketing, operating internal management systems, and assisting with developing and improving systems.
• Managing appointments for the senior leadership, supporting budgeting, and ensuring the timely preparation and submission of proposals, reports, and presentations.
• Assisting in developing monthly reports and documents, providing administrative support to the management, and ensuring compliance with regulatory standards.
  
  

What Your Background Should Look Like

Typically requires 4 or more years of related work experience. Requires high school diploma. Completion of an AA degree or equivalent is preferred.

Competencies

Values: Integrity, Accountability, Inclusion, Innovation, Teamwork