Project Office Administrator

Role Title: Project Office Administrator

Duration : 12 Months +

Location : Des Moines, IA- On-site

Position Details

Required Skills

• At least two years of relevant experience supporting large organizations with multiple projects and teams.
• Strong collaboration, customer service, organization, prioritization, planning, and general administrative skills.
• Demonstrated attention to detail and ability to manage multiple tasks in parallel.
• Strong verbal and written communication skills, with a polite and professional approach across phone, email, mail, and in-person interactions.
• Ability to work effectively both independently and as part of a team.
• Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint, along with strong typing and general computer skills.
• Proactive, service-oriented mindset with the ability to anticipate needs, resolve issues, and create a seamless, positive experience for staff, clients, vendors, and guests.

Preferred Skills

• Bachelor’s or associate degree.
• Experience supporting corporate, professional services, hospitality, or other customer-focused office environments.
• Experience coordinating meetings and events, managing shared workspaces, and working with internal teams and external vendors.
• Experience generating reports, transcribing meeting minutes, preparing presentations, and conducting research.
• Strong problem-solving, critical-thinking, decision-making, negotiation, and conflict-resolution skills.
• Ability to troubleshoot routine office, facility, housekeeping, kitchen/pantry, and audiovisual support needs.

Responsibilities

• Manage staff administration activities, including assisting with onboarding, offboarding, staff tracking, access coordination, and hardware procurement as needed.
• Perform day-to-day office administration, including filing, report and presentation preparation, meeting setup, mail support, and supply replenishment.
• Provide real-time scheduling support by booking appointments, coordinating calendars, resolving conflicts, and supporting effective use of meeting and workspace capacity.
• Prepare reports, transcribe and distribute meeting minutes, create presentations, and conduct research as requested.
• Maintain accurate inventories of office supplies, staff equipment, and other workplace needs; coordinate procurement and replenishment with vendors and internal stakeholders.
• Organize and coordinate project meetings, events, and related logistics, including room setup, catering, audiovisual needs, vendor coordination, day-of execution, and issue resolution.
• Establish and maintain project administration processes, trackers, templates, and supporting documentation that contribute to the account’s overall project management delivery.
• Assist with preparing, formatting, reviewing, packaging, and distributing client deliverables in accordance with project standards and deadlines.
• Serve as a primary point of contact for routine office support requests and coordinate timely resolution of facility, housekeeping, kitchen/pantry, workspace, and technology issues.
• Build and maintain collaborative relationships with staff, clients, vendors, and other stakeholders through responsive, professional communication and customer service.
• Anticipate operational and stakeholder needs, identify potential conflicts or service gaps, and take proactive action to support a seamless and positive experience.