Project Management Assistant

4 days ago

Taguig, National Capital Region, Philippines The Aivee Group Full time ₱900,000 - ₱1,200,000 per year

Project Management Assistant
will provide administrative, logistical, and project coordination support to ensure the timely and successful execution of various initiatives under The Aivee Group. This role requires a detail-oriented and highly organized individual who thrives in a fast-paced, client-centric, and aesthetics-driven environment.

  1. Project Planning & Coordination

  2. Support the Project Manager in the development and execution of project plans, timelines, and workstreams across multiple departments (e.g., operations, marketing, IT, finance, procurement)

  3. Coordinate cross-functional project teams to ensure alignment of objectives, deliverables, and schedules

  4. Assist in setting up project workflows, ensuring project goals are clearly defined and well-communicated

  5. Administrative & Documentation Support

  6. Prepare and maintain comprehensive documentation including project briefs, status reports, meeting notes, risk logs, and implementation plans.

  7. Track progress against milestones and maintain organized records of communications, contracts, permits, and other project documents.

  8. Assist in internal and external audit preparation related to project deliverables, when necessary.

  9. Communication & Stakeholder Management

  10. Serve as a central point of contact between departments, vendors, and external partners to facilitate clear and consistent communication.

  11. Schedule and coordinate meetings, presentations, and reviews with internal teams and stakeholders.

  12. Follow up with stakeholders on assigned action items and ensure completion within deadlines.

  13. Vendor & External Coordination

  14. Assist in the sourcing, vetting, and coordination of third-party suppliers, contractors, or service providers.

  15. Monitor vendor deliverables to ensure alignment with quality standards, project scope, and budget.

  16. Support in processing vendor quotations, purchase requests, and service agreements in coordination with procurement.

  17. Budget & Resource Tracking

  18. Work closely with the finance and procurement teams to track project-related expenses and ensure budget adherence.

  19. Maintain cost monitoring reports and assist in forecasting resource needs for upcoming project phases.

  20. Ensure all project expenses are properly documented and reconciled.

  21. Quality Assurance & Compliance

  22. Monitor project tasks for adherence to The Aivee Group's operational and branding standards.

  23. Assist in the preparation of materials and reports for quality audits or regulatory inspections related to clinic builds, medical equipment installations, or service rollouts.

  24. Identify potential risks or delays early and escalate them for mitigation planning.

  25. Special Projects & Support Initiatives

  26. Provide ad hoc support on corporate initiatives such as new clinic openings, digital platform rollouts (e.g., Aivee App updates), events, training rollouts, or internal process improvements.

  27. Conduct industry research and benchmarking as needed to support decision making.
  28. Participate in brainstorming sessions, pilot programs, and post-implementation reviews.

Qualifications:

  • Must be a graduate with a Bachelor's Degree in Civil Engineering or Architecture or any related field
    .
  • Licensed Professional
    (PRC board passer)
  • Proficiency in Microsoft Office Suite, Google Workspace; knowledge in AutoCAD, SketchUp, or project tracking tools is a plus.
  • Preferably with at least 1 year of relevant experience;
    Fresh Graduates are welcome to apply
    .
  • Strong organizational and multitasking skills.
  • Highly detail-oriented, creative, and eager to learn and grow

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