Project Assistant

Job Title:

Project Assistant / Project Operations Assistant

Location:

Pune

Experience:

3–6 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)

Technical or software development knowledge is NOT required