Job Description

Hammerton is a leading American designer/manufacturer of custom decorative lighting for the hospitality, commercial and residential markets. We are known as a major design innovator in our industry, and we're rapidly growing. Our in-house blown and kiln-fired glass capabilities, combined with our expertise in metal fabrication and machining, make us uniquely capable of addressing the needs of the design industry's most discerning clients. Hammerton lighting can be found in leading five-star hotels and resorts, award-winning restaurants and many of the most beautiful homes in North America.



The Project Management Administrative Assistant will be responsible for a wide range of clerical, communication, and project coordination tasks, providing the vital support necessary to ensure projects run smoothly.

THIS POSITION IS PART-TIME

ESSENTIAL DUTIES AND JOB RESPONSIBILITIES:

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1. Administrative & Scheduling Support

? Manage calendars, includingscheduling internal and external meetings, and coordinating availability across various teams and time zones.



? Prepare meeting materials, including agendas and meeting minutes, and distribute follow-up action items.



? Manage shared team inboxes and assist with routing emails and requests to the correct internal teams.



? Follow up on outstanding approvals, signatures, and information requests from clients and vendors.


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2. Documentation & Reporting

? Maintain organized electronic and paper filing systems for project documentation, including drawings, finish samples, SOPs, POs, and invoices.



? Assist with document version contro

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to ensure the correct files are consistently sent to clients and vendors.



? Create and maintain standardized templates, such as emails, reports, SOPs, and checklists.



?

Format, edit, and proofread

professional client communications, proposals, and project updates.



? Submit Requests for Quotation (RFQs) and input pricing information into the internal database (Odoo).


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3. Project Coordination & Tracking

? Update project trackers with key information like milestone dates, approvals, and shipment timelines.



? Log and distribute project updates to both internal staff and external stakeholders.



? Collect and organize critical project materials such as finish sample approvals, control samples, and prototype notes.



? Assist with tracking and managing "attic stock" (excess inventory) and coordinating return logistics.


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4. Procurement & Logistics

? Track orders, monitor shipment progress, and flag any potential delays or issues to the project team.



? Collect and organize essential shipping paperwork, including packing lists, invoices, tariffs, and other required shipping documentation.



? Coordinate with freight forwarders and logistics providers to confirm final delivery dates.


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5. Finance Support

? Monitor tariffs, freight, and duty charges for accuracy against project budgets.



? Assist customers with processing reimbursement forms.

EDUCATION AND EXPERIENCE REQUIREMENTS:

? High school diploma or equivalent is required.



? Currently enrolled in college or recently graduated from technical school preferred.

QUALIFICATIONS:

? Strong organizational skills and exceptional attention to detail.



? Excellent written and verbal communication skills; ability to interact professionally with clients and vendors.



? Proficiency in the Microsoft Office Suite (Word, Excel, Outlook) or similar software (e.g., Google Docs).



? Proactive, self-motivated, and eager to learn the fundamentals of project coordination.



? Ability to work independently and manage multiple tasks and competing priorities effectively.



? A resourceful problem-solver who takes initiative to follow up on open items.

WORKING CONDITIONS:

Prolonged periods of sitting at a desk and working on a computer. * Must be able to lift 15 pounds at times.