Project Management Assistant / Coordinator

POSITION TITLE: Project Management Assistant / Coordinator

LOCATION: Remote

CLEARANCE: Must be able to obtain a Public Trust

COMPANY OVERVIEW

At APV, we’re more than a technology company — we’re a mission-driven powerhouse transforming organizations through advanced technology and human ingenuity. Our expertise spans AI/ML, data architecture, low-code/no-code development, Agile DevSecOps, and cloud services, delivering scalable and meaningful solutions.

In our Emerging Technology Lab, innovation drives progress. Our teams create intelligent chatbots, AI-powered assistants, robotic process automation (RPA), essay graders, and data analytics platforms. If you’re passionate about solving complex challenges and shaping the future, APV is the place for you. Since 2007, we’ve partnered with federal and state agencies to deliver IT, training, and consulting solutions that achieve mission-critical outcomes. Built on accountability, integrity, and quality, we go beyond expectations. With 70+ prime contracts and a proven record of client success, APV continues to grow — and we’re looking for exceptional talent to grow with us.

At APV, we Always Provide Value

POSITION SUMMARY

Seeking a highly organized, detail-oriented Project Management Assistant to provide administrative and coordination support to two or more Project Managers across APV's federal contracts. This role keeps project operations running smoothly — managing schedules, meetings, documentation, status reporting, and deliverable tracking — so Project Managers can stay focused on client delivery and team leadership. The ideal candidate is proactive, comfortable balancing competing priorities, and thrives in a fast-paced federal contracting environment.

DUTIES

• Provide day-to-day administrative support Project Managers, balancing competing priorities and deadlines across multiple contracts.
• Manage Project calendars; schedule internal and client meetings, coordinate attendees, and set up virtual or in-person meeting logistics.
• Prepare meeting agendas, capture meeting minutes and action items, and distribute finalized notes after management review.
• Coordinate daily stand-ups and weekly internal status meetings, and gather task status from project team members.
• Compile weekly status reports, briefing materials, and supporting data to prepare Project Managers for client status meetings.
• Track contract deliverables, milestones, and due dates; send reminders and follow up with team members to support on-time, accountable delivery.
• Maintain project schedules, action item logs, risk and issue logs, and trackers using tools such as Microsoft Project, Excel, SharePoint, or Smartsheet.
• Organize and maintain project files, document libraries, and version control in SharePoint/Teams in line with contract and APV records requirements.
• Format, proofread, and quality-check deliverables, reports, presentations, and correspondence before submission.
• Support onboarding logistics for new project team members, including system access requests, badging, and required client training, in partnership with HR and Operations.
• Assist with timesheet reminders, labor-hour tracking, invoice support data, and monthly status report preparation.
• Serve as a point of contact for routine project inquiries from team members and client staff, routing issues to the appropriate Project Manager.
• Other duties as assigned.

EDUCATION

Bachelor's degree in Business Administration, Project Management, Communications, or a related field preferred. An Associate's degree combined with relevant experience, or equivalent relevant experience, may be considered.

REQUIRED QUALIFICATIONS

• Minimum 2 years of experience providing administrative, project coordination, or program support, preferably in a government contracting or professional services environment.
• Demonstrated ability to support multiple managers and projects at the same time while meeting deadlines with minimal supervision.
• Strong written and verbal communication skills, including meeting minutes, status reports, and professional correspondence with clients.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint).
• Highly organized and detail-oriented, with sound judgment in handling sensitive and confidential information.

• Must be able to obtain and maintain a Public Trust or equivalent federal client access. This role supports sensitive federal programs and involves elevated access to systems and data.
• Must be authorized to work in the United States without employer sponsorship now or in the future.

PREFERRED QUALIFICATIONS

• Certified Associate in Project Management (CAPM) or Project Management Professional (PMP) certification, or active progress toward one.
• Experience supporting federal contracts (e.g., CMS, DHS, or other civilian agencies), including familiarity with contract deliverables and monthly status reporting.
• Experience with Microsoft Project, Smartsheet, Jira, or similar project management tools.
• Familiarity with Agile/Scrum ceremonies and terminology.

ABOUT APV

APV is an Equal Employment Opportunity employer. All qualified applicants are considered without regard to race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, veteran status, or marital status.