What are the responsibilities and job description for the Administrative Assistant – Project Operations & Customer Care position at Peterson Scharck & Associates?
We are seeking an organized, proactive, and detail-oriented Administrative Assistant to support our Project Management team. In this role, you will serve as the operational backbone for tracking project orders, maintaining schedules, and keeping lines of communication open with customers and vendors. If you excel at following up, managing moving parts, and ensuring nothing slips through the cracks, we’d love to hear from you.Tips: Provide a summary of the role, what success in the position looks like, and how this role fits into the organization overall.
Responsibilities
Order & Date Tracking: Monitor project order timelines, confirm production and ship dates with suppliers, and keep project management schedules updated in real time.
Customer Follow-Up: Proactively update clients on order status, delivery timelines, and project milestones via phone and email.
Warranty & Claim Management: Process incoming warranty requests, file claims with suppliers or logistics providers, and manage issues through to resolution.
Project Support: Assist the Project Manager with administrative workflows, document organization, and basic reporting.
Vendor & Logistics Coordination: Check in regularly with vendors and carriers to prevent delays and resolve order discrepancies.[Be specific when describing each of the responsibilities. Use gender-neutral, inclusive language.]
Example: Determine and develop user requirements for systems in production, to ensure maximum usability
Qualifications
Experience: 1–3 years of administrative, operations, or customer support experience (experience supporting project managers or working in logistics/construction/manufacturing is a plus).
Communication: Strong verbal and written communication skills with a clear, professional customer service tone.
Organization: Outstanding time-management skills and relentless attention to detail.
Problem-Solving: Strong persistence in following up on claims, delays, and outstanding order details.
Tech Skills: Proficiency with Microsoft Office (Excel, Outlook) or Google Workspace. Experience with CRM or project management software (e.g., Asana, Monday.com, Trello, Quickbooks) is preferred.[Some qualifications you may want to include are Skills, Education, Experience, or Certifications.]
Example: Excellent verbal and written communication skills