Project Support Specialist - Join Element 84 and Keep Our Projects Flying!

Are you a master of details and a champion of efficiency? Do you thrive in a role where you create order, ensure financial health, and make sure things run smoothly behind the scenes?

Element 84, a dynamic and growing company, is looking for a highly organized and proactive Project Support Specialist to join our team in the Philadelphia area.

This role sits at the critical intersection of project management and business operations. You won't just be an administrator—you'll be the go-to person for our Project Managers and leadership team, instrumental in managing the flow of information, coordinating logistics, and supporting the financial success of our projects.

JOB SUMMARY

What You'll Do: A Dynamic and Varied Role

Working closely with our Operations Manager, you'll tackle crucial tasks that ensure our projects and business run seamlessly:

Project Financial & Contract Administration:

• 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.

Project Coordination & Logistics:

• 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.

Operational Excellence & Team Support:

• 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.

Qualifications

What You'll Bring: The Skills to Succeed

We're looking for a natural organizer who takes pride in their work and is eager to learn and grow with us.

Required Qualifications:

• 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.

You're an Ideal Candidate If You Also:

• Are a proactive communicator who is comfortable asking questions to gain clarity or flag potential issues.

• Can gracefully manage multiple small tasks and switch between them efficiently.

• Have a foundational understanding of project management or business management practices.

• Possess a collaborative spirit and a "no task is too small" attitude.

If you’re ready to be the critical support structure that powers our project teams, apply to join Element 84 today!

About Element 84

Element 84 is a woman-owned small business that works with public, private, and non-profit sector clients to develop geospatial data processing pipelines & build software that helps answer big questions about our health, our infrastructure, and our changing planet. We solve challenging problems across a wide range of industries, but our super power is cloud-based geospatial data processing, remote sensing, and Earth science systems. Our headquarters is located in Alexandria, VA and we have a satellite office in Philadelphia, PA. Element 84 also supports a large remote workforce from a variety of other states.

A Few Other Things You Should Know

1. Element 84's values are: We Invest in Each Other, We are Reliable, and Our Work Benefits our World.

2. Element 84 works on meaningful projects that are challenging—from a technical, people, and team perspective. We make an impact on large projects through our leadership and expertise, both formal and informal.

3. Element 84 values life outside of work. We offer parental leave for everyone and support each other through family challenges like medical problems, adoptions, and new babies.

4. Element 84 has had a flexible work schedule since our founding in 2010.

5. Element 84 is committed to fostering a culture of curiosity and respect for all individuals as we constantly strive to create a work environment where everyone feels welcome and supported.

About You

You are curious about the world, are constantly learning, driven to lead (formally or informally), and have a strong work ethic. You're interested in solving impactful problems in science, medicine, and other projects that have a societal good. You can work independently or with a team, prioritize your projects, and be effective without micromanagement.

You'll care about writing. Our team is remote and written communication is essential. In addition to caring about a well-crafted email and a succinct conference abstract, you understand that good writing is good design and engineering.

Additional information

Benefits

Paying attention to who we are as a company–people, family members, friends, and colleagues–is our primary focus at Element 84. There are lots of ways to run a company, and, for us, we prioritize wanting to come to work, being around people we enjoy, taking on big things with people you trust, and sharing our achievements as a team.

• You’ll get credit when things go right and we’ll have your back when things go wrong.

• We only take on work that is challenging and right for us. There are projects we will turn down and the team has a say.

• We may be a small company, but we have big company benefits meant to support the idea that we're here for the long term and happiness comes from much more than where you work.

• We have an extraordinary retention rate because we hire extraordinary people. We hope that’s you.

The salary range for this position is $63,000 to $83,000 per year.

Actual compensation offered to candidate will be finalized at offer and may be above or below the posted range due to skill level, experience, industry-specific knowledge, education/certifications, or geographic location. Base salary represents just one component of the Element 84 total compensation package. Employees will also receive a number of benefits as listed below. Other compensation for this position may include bonus eligibility (dependent on employee performance and company profits).

This is a full time, salaried position. Please submit your information, resume and cover letter if you are interested.

Benefits Offered

• 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

Element 84 is an equal opportunity employer.