Customer Service & Project Administrative Assistant

Customer Service & Project Administrative Assistant

We're seeking a highly organized and customer-focused Customer Service & Project Administrative Assistant to support our Design and Project Management team. This role combines customer service, administrative support, project coordination, and operations support in a fast-paced environment.

You'll play an important role in ensuring projects move efficiently by coordinating documentation, supporting project managers, communicating with internal teams, and maintaining accurate project information. If you enjoy staying organized, solving problems, and balancing multiple priorities while providing outstanding customer service, this is an excellent opportunity to grow your career.

This position is a 6-month contract with the potential for extension and future long-term opportunities for high-performing individuals.

Work Schedule

MondayFriday

Typical office hours are 8:00 AM 4:00 PM, with flexibility in start times as long as performance expectations are met.

Responsibilities

• Provide exceptional customer service to both internal business partners and external customers.
• Coordinate multiple projects while balancing competing priorities and meeting established deadlines.
• Investigate and resolve MobileTC/WaAM tickets, routing requests to the appropriate design teams as needed.
• Communicate with operations teams regarding rejected orders and obtain necessary clarification to ensure timely resolution.
• Review, distribute, and assign daily load sheets to Project Managers.
• Set up new projects within WMIS, FRAMME, and other internal design systems.
• Prepare project documentation and job packets for Project Managers.
• Monitor project progress and provide workload reporting to supervisors as requested.
• Generate reports and maintain accurate project documentation and records.
• Support process improvement initiatives that enhance workflow efficiency and operational performance.
• Assist with cross-functional projects designed to improve team productivity and business processes.
• Learn and utilize proprietary systems for scheduling, reporting, dispatching, and ticket management.
• Handle high-volume communications with professionalism, accuracy, and attention to detail.

Qualifications

• 12 years of experience in an administrative, customer service, project support, operations support, or related role.
• Strong customer service and communication skills with the ability to build positive working relationships.
• Ability to prioritize multiple assignments in a fast-paced, deadline-driven environment.
• Excellent organizational skills and exceptional attention to detail.
• Strong analytical and problem-solving abilities.
• Comfortable handling high-volume workloads while maintaining accuracy.
• Ability to quickly learn proprietary software and internal business systems.
• Self-motivated with the ability to work both independently and collaboratively.

Preferred Qualifications

• Experience with performance management, reporting, or data analysis.
• Knowledge of process improvement methodologies; Lean Six Sigma training is a plus.
• Beginner to intermediate proficiency with:
• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Access
• SharePoint
• Experience working with project tracking, scheduling, or workflow management systems is preferred.

What We're Looking For

The ideal candidate is organized, adaptable, and enjoys supporting both customers and internal teams. You're someone who can confidently manage multiple priorities, communicate effectively across departments, and help keep projects moving forward. You take pride in your attention to detail, enjoy learning new systems, and look for ways to improve processes and create efficiencies.

Why Join Us?

This is an excellent opportunity to join a collaborative team where you'll gain valuable experience supporting project management and business operations. You'll work alongside experienced professionals, contribute to meaningful projects, and develop skills that can lead to future career growth within the organization.