Project Specialist III

Department: Project Management / Operations
Reports To: Project Manager / Program Manager
Schedule: Monday–Friday, 8:00 AM–5:00 PM

Position Summary

The Project Specialist III provides administrative, coordination, and project support to Project Managers and project teams to help ensure projects are properly resourced, delivered on time, within Product, and within budget.

This role supports various stages of the project lifecycle, including project documentation, scheduling, resource coordination, interviews and onboarding, procurement, vendor communication, inventory and equipment tracking, reporting, and stakeholder coordination.

The ideal candidate will have strong organizational and communication skills, excellent attention to detail, and at least 3 years of experience supporting Project Managers and procurement processes. A Bachelor’s degree is required, and project management certifications are strongly preferred.

Top Skills & Requirements

• Bachelor’s degree required
• Minimum 3 years of experience supporting Project Managers and procurement processes
• Strong project coordination and administrative experience
• Excellent organizational, multitasking, and time-management skills
• Strong written and verbal communication
• Proficiency with Microsoft Office, including Excel, Word, PowerPoint, and Outlook
• Experience with project management tools such as MS Project, Asana, Jira, or similar
• Project management certification strongly preferred (PMP, CAPM, PRINCE2, etc.)
• Ability to work 100% onsite at the Trivium Cable Plant in Newton

Key Responsibilities

Project & Administrative Support

• Provide administrative and coordination support to Project Managers and project teams.
• Assist with project scheduling, resource coordination, task tracking, and project planning.
• Schedule meetings, appointments, interviews, and other project-related activities.
• Manage calendars and coordinate communications with internal teams and recruiting partners.
• Support internal departments with administrative and project-related tasks.
• Assist with onboarding and coordination of project resources.

Procurement & Vendor Coordination

• Support the full procurement lifecycle, from order entry through invoice resolution.
• Track existing purchase orders and provide timely status updates.
• Identify and proactively address procurement delays or issues.
• Coordinate with vendors, contractors, and internal stakeholders.
• Track parts, equipment, inventory, and project-related materials.
• Assist with procurement documentation and records.

Project Documentation & Reporting

• Prepare and maintain project documentation, including plans, schedules, reports, presentations, contracts, and related records.
• Coordinate project meetings, prepare agendas, document meeting minutes, and track action items.
• Monitor project timelines and identify potential risks, delays, or resource issues.
• Prepare and communicate project updates to stakeholders.
• Maintain project filing systems and ensure proper document version control.
• Assist with data entry, record keeping, and database management.
• Support budget tracking and expense reporting.

Communication & Collaboration

• Coordinate effectively with Project Managers, technical resources, vendors, contractors, and internal departments.
• Facilitate communication between project stakeholders to ensure timely completion of project activities.
• Support compliance with company policies, procedures, and project standards.
• Handle confidential information professionally and maintain appropriate discretion.
• Perform other project and administrative duties as assigned.

Required Qualifications

• Bachelor’s degree in Business Administration, Project Management, or a related field.
• Minimum 3 years of experience supporting Project Managers and procurement processes.
• Previous experience in a project support, administrative, or office support role.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Strong time-management and prioritization skills.
• Ability to work independently and effectively as part of a team.
• Proficiency with Microsoft Office Suite, including:
  • Word
  • Excel
  • PowerPoint
  • Outlook
• Familiarity with project management tools such as MS Project, Asana, Jira, or similar platforms.

Preferred Qualifications

• Project management certification such as:
  • PMP
  • CAPM
  • PRINCE2 Foundation
  • Other recognized project management certifications
• Experience with ERP systems, particularly SAP or similar platforms.
• Experience working in engineering, manufacturing, or corporate project environments.
• Knowledge of basic accounting, budgeting, and financial tracking.
• Familiarity with HR support or onboarding processes.
• Customer service experience.
• Experience with office management software and databases.

Key Competencies

• Project organization and planning
• Strong attention to detail
• Problem-solving
• Effective time management
• Multitasking and prioritization
• Team collaboration
• Dynamic collaboration and interpersonal skills
• Conflict resolution
• Adaptability
• Reliability
• Professionalism and discretion
• Confidentiality
• Strong follow-through

Work Environment

• Primarily office-based.
• Light travel may be required.
• Occasional overtime may be required to meet project deadlines.