Project Assistant

Job Title: Project Assistant / Project Operations Assistant

Location: Pune

Experience: 36 years

Employment Type: Full-time

Role Summary

We are looking for a highly organized and proactive Project Assistant to support our project team with day-to-day coordination and communication activities.

This is a non-technical role focused on managing schedules, follow-ups, documentation, and coordination with internal teams, external partners, and vendors.

The Project Assistant will act as the central point of communication , ensuring tasks move forward smoothly and nothing falls through the cracks.

Key Responsibilities

Project Coordination & Communication

• Act as the single point of coordination between internal teams, external stakeholders, and vendors
• Communicate project updates, reminders, and follow-ups via email and calls
• Ensure smooth information flow across all parties involved in the project

Task Tracking & Follow-ups

• Maintain task trackers, action item lists, and project schedules
• Follow up with team members and vendors to ensure timely completion of tasks
• Identify delays or risks and escalate them to the Project Manager proactively

Meeting & Calendar Management

• Schedule meetings, calls, and reviews
• Prepare meeting agendas and take Minutes of Meeting (MoMs)
• Track and follow up on meeting action items until closure

Documentation & Reporting

• Maintain project documentation such as MoMs, trackers, reports, and shared folders
• Update basic dashboards or status reports using Excel / Google Sheets
• Support the Project Manager with regular status updates and summaries

Vendor & External Coordination

• Coordinate with vendors and external partners on timelines, deliverables, and follow-ups
• Track vendor commitments and ensure agreed timelines are met
• Assist with coordination related to invoices, approvals, or required documentation

General Project Support

• Support the Project Manager with daily operational and administrative activities
• Handle ad-hoc coordination and logistical tasks required for smooth project execution

Required Skills & Qualifications

Must-Have

• Strong written and verbal communication skills
• Excellent organisational and follow-up discipline
• Ability to manage multiple stakeholders and priorities
• Proficiency in MS Office / Excel / Google Sheets
• Ability to work independently and take ownership of tasks

Good to Have

• Experience in project coordination, project support, operations, or administrative roles
• Exposure to vendor or client coordination
• Familiarity with basic project tracking tools (Excel trackers, calendars, task lists)