IT Project Management Assistant

Job title: IT Project Management Assistant

Type of employment: Full-time

Shift Schedule: Mon-Fri 8:00 AM-5:00PM MST

High-level summary

We are seeking to fill a IT Project Management Assistant position to support our Managed Service Project Managers responsible for large scale network, security, and cabling deployments.

Day to day activities of the Project Management Assistant include updating databases of customer and project specific contacts, submission of dispatch requests of field technicians, updating project tracking, reviewing/managing daily dispatch tickets, and working vendor/partners/FSTs to ensure timelines are managed properly.

The Assistant plays a key role in successful project implementations, tracking of equipment status, tracking of support desk activities, and building customer relationships.

About the Company:

The company provides technology and telecom-related support services for business customers.

The company relies on accurate documentation, timely communication, organized ticket records, and strong internal coordination to support customer requests and service workflows.

This role supports the team by helping keep tickets, approvals, call notes, databases, and customer communications accurate, organized, and up to date.

Company core values:

• Clear communication — values professional, timely, and accurate written communication with customers and internal teams.
• Organization — keeps tickets, records, paperwork, spreadsheets, and project details structured and easy to track.
• Documentation accuracy — prioritizes complete, reliable, and well-maintained records.
• Accountability and attendance — values reliability, consistency, and strong follow-through.
• Responsiveness — supports customer and internal needs by managing updates, approvals, and task follow-ups promptly.

Objective of this role:

• Create and maintain accurate tickets, records, spreadsheets, and customer documentation.
• Support customer approval processes by preparing and submitting required paperwork.
• Capture clear call notes and ensure important details are documented properly.
• Maintain updated databases and spreadsheets for internal tracking and visibility.
• Support written communications through email and instant messaging to keep workflows moving.

Responsibilities:

Ticket and record creation

• Create tickets and records based on customer requests, internal updates, or telecom-related workflows.
• Enter accurate information into ticketing systems, databases, and spreadsheets.
• Ensure records include complete details, notes, attachments, and required follow-up items.
• Update ticket statuses and documentation as work progresses.

Customer approval paperwork

• Prepare and submit paperwork for customer review and approval.
• Track approval status and follow up on outstanding items as needed.
• Ensure submitted paperwork is accurate, complete, and aligned with internal requirements.
• Coordinate with internal team members when missing information or clarification is needed.

Call notes and documentation

• Take clear and organized notes during calls or after customer/internal discussions.
• Document key decisions, action items, next steps, and follow-up requirements.
• Maintain consistent documentation standards across tickets, spreadsheets, and internal records.
• Summarize information clearly for team members who need visibility into the work.

Database and spreadsheet updates

• Update databases and spreadsheets with customer information, ticket details, task progress, and project updates.
• Maintain accurate tracking files using Excel and other internal tools.
• Review records for missing, outdated, or inconsistent information.
• Help ensure internal teams have reliable and current information for decision-making.

Written communication

• Communicate with customers and internal team members through email and instant messaging.
• Draft clear, professional, and concise written updates.
• Follow up on pending information, approvals, documentation, or action items.
• Use Microsoft Teams or similar tools for internal communication and coordination.

Administrative and telecom support

• Support telecom-related administrative tasks, documentation, and coordination.
• Assist with organizing service information, customer records, and internal updates.
• Help prioritize tasks based on urgency, deadlines, and team needs.
• Maintain consistent attendance and availability during assigned working hours.

Required skills and qualifications:

• 1 year in telecommunications/IT industry, or 1 year of project administration experience.
• Minimum 1 year of direct customer service.
• Proficiency with Microsoft Office Suite, emphasis on Word, Excel, and Outlook.
• Experience with ticketing software programs.
• Strong written and verbal communication skills.
• Strong organization skills and ability to manage multiple records, tickets, and follow-ups.
• Strong documentation skills with attention to detail and accuracy.
• Ability to prioritize tasks and manage deadlines.
• Reliable attendance and consistent follow-through.
• Comfortable performing administrative, documentation-heavy, and process-driven tasks.

Preferred skills and qualifications:

• Telecom experience or familiarity with telecom-related service workflows.
• Prior experience in ticketing, service coordination, project administration, or operations support.
• Experience submitting paperwork or documentation for customer approval.
• Experience maintaining customer databases, trackers, or operational spreadsheets.
• Familiarity with IT, telecom, managed services, or technical support environments.
• Experience working with customer service, operations, or project teams in a remote support role.