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 About DMI Solutions DMI Solutions is a full-service product development and contract manufacturing partner serving the beauty and personal care industry. We work behind the scenes with brands of all sizes to bring innovative products from concept to market. Our capabilities span formulation and product development, process development, manufacturing, quality systems, and regulatory compliance. By combining science, creativity, technology, and manufacturing expertise, our teams help develop and produce high-quality products across a wide range of formats, including personal care items. At DMI Solutions, innovation, quality, and collaboration are at the center of what we do. We are committed to being more than a manufacturer—we strive to be a trusted partner to our customers while creating an environment where talented people can contribute to the products and brands consumers know and trust.