Job Title: Project Specialist III
Department: Project Management / Operations
Reports To: Project Manager / Program Manager
100% onsite at Trivium Cable Plant in Newton, M-F, 8am - 5pm
Top skills/requirements: Bachelors is required. PM certifications are strongly preferred and will set a candidate apart from others. Minimum of 3 years’ experience supporting Project Managers and procurement processes.
Job Summary
The Project Specialist III provides administrative and coordination support to project teams to ensure projects are well resourced, delivered on time, within scope, and within budget. This role assists with documentation, interviewing and onboarding of hired resources, scheduling, communication, and reporting across all phases of the project lifecycle. This role also supports procurement, parts/equipment tracking, inventory, coordination with different project managers, and technical resources for project completion,
Key Responsibilities
Provide administrative support to Project Managers and project teams
Support internal departments with administrative tasks
Assist in project scheduling, resource coordination, scheduling meetings and interviews, and task tracking
Schedule meetings, appointments, and manage calendars
Assist with interview schedule arrangements and communications with internal recruiting agents
Assist with project procurement – supporting full lifecycle from order entry to invoice resolution
Track existing orders, provide updates and proactively resolve delays
Communicate and coordinate with vendors and contractors
Support budget tracking and expense reporting
Assist with data entry, record-keeping, and database management
Coordinate project meetings, prepare agendas, take minutes, and track action items
Prepare and maintain project documentation and presentations, including plans, schedules, reports, and contracts
Monitor project timelines and highlight potential risks or delays
Communicate project updates to stakeholders as required
Support compliance with company policies, procedures, and project standards
Maintain project filing systems and ensure document version control
Handle confidential information with professionalism
Perform other administrative duties as assigned
Required Skills and Qualifications
Diploma or Bachelor’s degree in Business Administration, Project Management or a related field
Proven experience in an administrative or project support role
Strong organizational and time-management skills
Excellent written and verbal communication skills
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Familiarity with project management tools (e.g., MS Project, Asana, Jira, or similar)
Proven experience in an administrative or office support role
Strong organizational and multitasking abilities
Excellent written and verbal communication skills
High attention to detail and accuracy
Ability to work independently and as part of a team
Dynamic Collaboration
Office Administrator
Conflict Resolution
Effective Time management
Interpersonal skills
Preferred Qualifications
ERP experience – SAP or similar
Familiarity with basic accounting or HR support tasks
Customer service experience
Certification in Project Management (e.g., PMP, PMC, CAPM, , PRINCE2 Foundation)
Experience working in engineering or corporate project environments
Experience using office management software and databases
Knowledge of basic budgeting and financial tracking
Key Competencies
Organization and planning
Problem-solving
Team collaboration
Adaptability
Confidentiality and professionalism
Time management
Professionalism and discretion
Reliability
Adaptability
Working Conditions
On site, office-based
Light travel may be required
May require occasional overtime to meet project deadlines
EEO:
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”