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Project Administrator

Job Description

Brighttail is a growing B2B marketing agency looking for a Project Administrator to join our Project Management Office. In this position, you’ll be a key contributor to projects that drive agency growth, ensure client success, and strengthen team collaboration and morale.

This role involves various administrative tasks, project coordination, and communication with team members, stakeholders, and clients. The Project Administrator will work closely with Project Managers to ensure that projects are delivered on time, within budget, and meet quality standards.

The ideal candidate is a detail-oriented individual capable of consistently achieving results in a fast-paced, technology-oriented environment. This position requires a highly organized multi tasker who can work under pressure and meet deadlines, as well as be highly flexible with the changes throughout the day. This team member must also be a clear communicator with good writing skills. You will be privy to highly confidential information and must display the utmost integrity, discretion, and professionalism.

What You’ll Achieve

  • Project Coordination: Assist Project Managers in planning, organizing, and coordinating project activities. Ensure that project tasks and milestones are tracked, and deadlines are met.
  • Documentation: Maintain project documentation, including project plans, progress reports, meeting minutes, and other relevant records. Ensure accurate and up-to-date documentation is available for team members and stakeholders.
  • Communication: Facilitate communication between team members, stakeholders, and clients. Provide timely updates on project status, milestones, and potential risks or issues.
  • Resource Management: Assist in resource allocation and scheduling for project tasks. Help track the availability and utilization of resources to ensure optimal project efficiency.
  • Risk Management: Collaborate with Project Managers to identify potential project risks and assist in implementing risk mitigation strategies.
  • Meeting Organization: Schedule and coordinate project meetings, workshops, and reviews. Prepare meeting agendas, take meeting minutes, and follow up on action items.
  • Quality Assurance: Support the implementation of quality assurance processes to ensure project deliverables meet the required standards and adhere to best practices.
  • Reporting: Generate regular project progress reports and dashboards for management and stakeholders. Provide insights on project performance and highlight any critical issues.


Office Attendance

  • Every other Wednesday
    • Project and Strategy teams work together off-site
    • Highly advisable Project Administrator is there
  • Every other Friday
    • Sprint Planning meetings
    • Mandatory in-office attendance


Job Character

  • Juggle multiple tasks with ease – possess excellent organizational and critical-thinking skills
  • Be a team player – approach challenges with a collaborative, positive and solutions-oriented perspective
  • Talk your way into anything – your communication and persuasion skills are top-notch
  • Pay uncanny attention to detail in all aspects of your work
  • Handle confidential information with the utmost discretion and care
  • Stay one step ahead – handle multiple priorities, anticipate needs and proactively address any issues that arise
  • Be tenacious, resourceful and use common sense to tackle anything
  • Have a sense of urgency and be able to take full ownership of your work

Skills You’ll Need to Bring

  • A strong command of English is a MUST
  • Bachelor’s degree in Business Administration, Project Management, or a related field.
  • Proven experience in project coordination, administration, or a similar role.
  • Strong organizational and time management skills to handle multiple tasks and deadlines.
  • Excellent communication and interpersonal skills for effective collaboration with team members and stakeholders.
  • Analytical and problem-solving abilities to identify and address project issues.
  • Detail-oriented with a focus on accuracy and quality in documentation and reporting.
  • Knowledge of project management methodologies and best practices.
  • Familiarity with project management software such as Jira.
  • Experience in working with cross-functional and international project teams.
  • Knowledge of relevant industry regulations and standards.