Project Administration Assistant

The mission of the company is to reduce global greenhouse emissions, increase natural resource efficiency, and protect the natural environment and biodiversity, including our lakes, rivers, and oceans. For our office in Mexico we are looking for a Project Administration Assistant. Job Summary The Project Administration Assistant provides essential administrative support to the executive team & project management team, ensuring the smooth operation and efficient execution of project activities and office activities. This role involves coordinating project documentation, organizing meetings, managing project communications, and assisting with various administrative tasks. The Project Administration Assistant plays a critical role in facilitating effective project communication, maintaining project records, and supporting the overall success of the project. Work Performed Typical work activities include but are not limited to: Executive and Project management team support: Support Administrative activities such as organizing travels, meetings, organizing agendas. Support the executive team in diverse issues. Document Control and Coordination: Manage project documentation, including organizing, filing, and maintaining project records. Ensure proper version control and distribution of project-related documents. Coordinate document reviews, approvals, and sign-off processes. Assist in the preparation and formatting of project reports, presentations, and other documentation. Meeting and Communication Support: Schedule and coordinate project meetings, including arranging venues, preparing agendas, and distributing meeting materials. Take meeting minutes and maintain accurate records of discussions and action items. Help facilitate effective communication between project team members and stakeholders. Coordinate project team calendars and manage appointments and travel arrangements as required. Project Logistics and Administrative Support: Assist with project procurement activities, including preparing purchase requisitions and tracking orders. Coordinate project logistics, such as arranging transportation, accommodations, and equipment for project team members. Support the onboarding process for new project team members, ensuring access to project systems and resources. Maintain project contact lists, distribution lists, and organizational charts. Assist with general administrative tasks, such as managing project files, processing expense reports, and maintaining office supplies. Relationship Management: Foster positive working relationships with project team members, stakeholders, and external parties. Serve as a point of contact for project-related inquiries and provide timely and accurate responses. Collaborate with other project support staff to ensure seamless coordination and support across project functions. Job Requirements Education: High school diploma or equivalent. Additional education or certification in office administration or related fields is preferred. Minimum of 2 years of experience in an administrative support role. Experience in supporting projects or working in the Oil & Gas or Chemical industry is preferred. Knowledge of project management processes and terminology is an advantage. Bilingual Spanish-English a must. Skills Proven experience in an administrative support role, preferably in a project or construction environment. Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Excellent written and verbal communication skills. Attention to detail and accuracy in handling project documentation. Ability to work independently and collaboratively as part of a team. Strong interpersonal skills and the ability to communicate effectively with diverse stakeholders. Discretion in handling confidential and sensitive information. Familiarity with project management software and tools is a plus. We Offer Overlaw benefits. Schedule: 8am to 4pm (the headquarer is in Houston, is one hour ahead). Location: Polanco. If you meet the requirements and are interested in joining our team, we invite you to send your resume. We look forward to meeting you and considering your experience for this position #J-18808-Ljbffr