Project Management Assistant will provide administrative, logistical, and project coordination support to ensure the timely and successful execution of various initiatives under The Aivee Group. This role requires a detail-oriented and highly organized individual who thrives in a fast-paced, client-centric, and aesthetics-driven environment.

1. Project Planning & Coordination

• Support the Project Manager in the development and execution of project plans, timelines, and workstreams across multiple departments (e.g., operations, marketing, IT, finance, procurement)
• Coordinate cross-functional project teams to ensure alignment of objectives, deliverables, and schedules
• Assist in setting up project workflows, ensuring project goals are clearly defined and well-communicated

2. Administrative & Documentation Support

• Prepare and maintain comprehensive documentation including project briefs, status reports, meeting notes, risk logs, and implementation plans.
• Track progress against milestones and maintain organized records of communications, contracts, permits, and other project documents.
• Assist in internal and external audit preparation related to project deliverables, when necessary.

3. Communication & Stakeholder Management

• Serve as a central point of contact between departments, vendors, and external partners to facilitate clear and consistent communication.
• Schedule and coordinate meetings, presentations, and reviews with internal teams and stakeholders.
• Follow up with stakeholders on assigned action items and ensure completion within deadlines.

4. Vendor & External Coordination

• Assist in the sourcing, vetting, and coordination of third-party suppliers, contractors, or service providers.
• Monitor vendor deliverables to ensure alignment with quality standards, project scope, and budget.
• Support in processing vendor quotations, purchase requests, and service agreements in coordination with procurement.

5. Budget & Resource Tracking

• Work closely with the finance and procurement teams to track project-related expenses and ensure budget adherence.
• Maintain cost monitoring reports and assist in forecasting resource needs for upcoming project phases.
• Ensure all project expenses are properly documented and reconciled.

6. Quality Assurance & Compliance

• Monitor project tasks for adherence to The Aivee Group's operational and branding standards.
• Assist in the preparation of materials and reports for quality audits or regulatory inspections related to clinic builds, medical equipment installations, or service rollouts.
• Identify potential risks or delays early and escalate them for mitigation planning.

7. Special Projects & Support Initiatives

• Provide ad hoc support on corporate initiatives such as new clinic openings, digital platform rollouts (e.g., Aivee App updates), events, training rollouts, or internal process improvements.
• Conduct industry research and benchmarking as needed to support decision making.
• Participate in brainstorming sessions, pilot programs, and post-implementation reviews.

Qualifications:

• Must be a graduate with a Bachelor’s Degree in Engineering or Architecture or any related field.
• Licensed Professional (PRC board passer)
• Proficiency in Microsoft Office Suite, Google Workspace; knowledge in AutoCAD, SketchUp, or project tracking tools is a plus.
• Preferably with at least 1 year of relevant experience; Fresh Graduates are welcome to apply.
• Strong organizational and multitasking skills.
• Highly detail-oriented, creative, and eager to learn and grow