Hybrid Project Support Specialist

at Element 84

• Job title: Project Support Specialist
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $63,000 - $83,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Philadelphia, United States

About the role

• Project Support Specialist managing project coordination and financial health at Element 84. Ensuring smooth operations between project teams in Philadelphia with occasional office support.

Responsibilities

• Partner with Project Managers to monitor project financials, generate accurate client invoices, and create insightful financial reports.
• Act as a key liaison between project teams and our Finance/Contracts departments, ensuring a smooth flow of data.
• Track essential deadlines like work order renewals, contract deliverables, and key client inquiries to keep our engagements on track.
• Support the planning and execution of team travel, meetings, and events.
• Assist with the onboarding process for new team members, including coordinating the shipping of equipment and welcome materials.
• Process and reconcile project-related expenses and company credit card statements, ensuring accuracy and timeliness.
• Oversee our time-tracking systems, helping teams stay on top of timesheet submissions and reporting.
• Provide essential in-office support at our Philadelphia headquarters (usually 1 or 2 days/week), managing supplies, coordinating with vendors, and handling mail to keep our workspace productive and welcoming.

Requirements

• A minimum of 3 years of experience in an office administration, project coordination, or similar role in a professional environment.
• Exceptional organizational skills and a keen eye for detail—you can spot an inconsistency a mile away.
• Proven ability to follow instructions and execute established processes reliably.
• Comfort and proficiency working with spreadsheets (like Excel/Google Sheets).
• Experience using, or the ability to quickly learn, various SaaS tools for timekeeping, contract management, and expenses.
• The ability to commute to our Philadelphia, PA office 1–2 days per week.
• Education/Experience: A BS/BA degree plus 3 years of professional experience OR equivalent professional experience.

Benefits

• Competitive medical, dental and vision benefits
• Life Insurance, Short & Long Term disability insurance
• Voluntary Accident, Critical Illness & Hospital Insurance
• 401(k) and Roth 401(k) retirement plans with a fixed 3% of salary employer contributions (paid regardless of employee participation)
• Health savings account with a company contribution
• Flexible spending accounts (medical, dependent care and transportation)
• Company-paid parental leave after one year of employment
• Flexible work schedules
• Paid employee assistance program
• 9 paid holidays
• 4 weeks + 1 day Paid Time Off per calendar year (prorated first year)
• Cell phone stipend