Project Assistant in Wharton, New Jersey at DMI Solutions

Position Summary:

The Project Assistant is responsible for providing administrative and operational support to the Project Management department within a cosmetic and OTC manufacturing environment. This role assists with project documentation, scheduling, communication, and coordination activities to help ensure projects are organized, accurately tracked, and completed in accordance with established timelines and customer requirements.

This position focuses on supporting Project Managers and cross-functional teams through project administration, recordkeeping, data entry, and communication while maintaining compliance with company procedures, quality standards, and regulatory requirements.

Key Responsibilities:

Project Administration & Support

Provide administrative support for customer and internal projects.

Assist Project Managers with project setup, documentation, and organizational activities.

Maintain project files, records, and supporting documentation.

Support project scheduling and coordination activities.

Project Documentation & Data Management

Prepare and maintain project trackers, spreadsheets, and status reports.

Assist with data entry and maintenance of project information within company systems.

Organize project-related documents and ensure records remain current and accurate.

Maintain electronic and hard-copy project files as required.

Meeting & Communication Support

Schedule project meetings and coordinate meeting logistics.

Prepare meeting agendas and distribute project-related communications.

Document meeting minutes and track action items.

Follow up with stakeholders regarding outstanding tasks and project updates.

Cross-Functional Coordination

Work with:

Sales for customer information and project requests

Research & Development (R&D) for project-related documentation

Quality Assurance (QA) for quality and compliance activities

Quality Control (QC) for testing schedules and project support

Regulatory Affairs for documentation and approval processes

Purchasing and Supply Chain for material-related project updates

Production for scheduling and operational coordination

Facilitate communication between departments to support project activities.

Project Tracking & Reporting

Assist in monitoring project timelines and deliverables.

Track project action items and provide updates to Project Managers.

Identify overdue tasks and communicate status updates as needed.

Support preparation of project reports and project status updates.

Documentation & Compliance:

Maintain project documentation in accordance with company procedures.

Ensure compliance with Good Documentation Practices (GDP) and ALCOA+ principles.

Maintain accurate, organized, and audit-ready records.

Support documentation requirements for customer, regulatory, and quality-related activities.

Continuous Improvement:

Support continuous improvement initiatives within the Project Management department.

Assist in maintaining standardized project documentation and tracking tools.

Recommend process improvements related to project administration and organization.
Qualifications:

Education

Associate degree preferred.

Bachelor’s degree in Business Administration, Project Management, Operations Management, or related field preferred.

Relevant experience may be considered in lieu of formal education.

Experience

0–3 years of experience in administrative support, project support, customer service, manufacturing support, or related roles.

Experience in cosmetic, pharmaceutical, OTC, or consumer packaged goods (CPG) manufacturing preferred.

Experience working within a fast-paced business environment preferred.

Technical Knowledge

Basic understanding of:

Project coordination and administrative support functions

Business communication and documentation practices

Recordkeeping and data management principles

Familiarity with:

Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)

ERP systems and document management systems

Manufacturing operations and project workflows preferred

cGMP environments and quality systems preferred

Skills & Competencies:

Strong organizational and administrative skills

Excellent verbal and written communication abilities

Attention to detail and accuracy

Ability to manage multiple tasks and priorities

Strong time management skills

Professionalism and customer service orientation

Ability to work independently and within a team environment

Physical Requirements:

Ability to work in office and manufacturing environments

Occasional lifting (up to 50 lbs.)

Use of PPE as required when entering production areas

Work Environment

Primarily office-based environment with periodic interaction on the production floor

Frequent interaction with cross-functional departments

May require occasional extended hours to support project deadlines

Key Performance Indicators (KPIs):

Accuracy and completeness of project documentation

Timeliness of project updates and reporting

Organization and maintenance of project records

On-time completion of assigned project support activities

Stakeholder responsiveness and communication effectiveness

Compliance with documentation and quality requirements

Regulatory Emphasis:

This role supports compliance with:

21 CFR Part 210 – cGMP in Manufacturing, Processing, Packing, or Holding of Drugs 

21 CFR Part 211 – cGMP for Finished Pharmaceuticals 

FDA expectations for OTC drug manufacturing

Cosmetic GMP guidelines (ISO 22716)

Internal Quality Management System (QMS) requirements