Address
Form of workJob Title: Project Administrator
Reports to: Director Operations Administration
Does this position have direct reports? No
Position Summary
The Project will work closely with the General Manager, field personnel, and subcontractors to ensure projects are documented and invoiced on time, within budget, and to the highest quality standards. The Project Administrator is responsible for developing, monitoring, and updating all project data files in the job order system. He or she will monitor projects in progress from initial dispatch through invoicing the client. He or she will work with vendors, clients, and other employees to facilitate access, track progress of work, and confirm timely closeout of project. This individual will serve as the liaison between field offices and the corporate office for all new forms, policies, procedures, processes, and programs. This individual will provide general administrative support to all employees in the office.
Key Responsibilities
Reports to: Director Operations Administration
Does this position have direct reports? No
Position Summary
The Project will work closely with the General Manager, field personnel, and subcontractors to ensure projects are documented and invoiced on time, within budget, and to the highest quality standards. The Project Administrator is responsible for developing, monitoring, and updating all project data files in the job order system. He or she will monitor projects in progress from initial dispatch through invoicing the client. He or she will work with vendors, clients, and other employees to facilitate access, track progress of work, and confirm timely closeout of project. This individual will serve as the liaison between field offices and the corporate office for all new forms, policies, procedures, processes, and programs. This individual will provide general administrative support to all employees in the office.
Key Responsibilities
- Provides a broad range of administrative support functions for management which include coordinating office communications, tracking budgets, purchasing, scheduling, workflow, and processing of office forms.
- Coordinates facilities and emergency response requests and organizational needs; conducts research and analytical activities involving the gathering of background material and data in support of projects.
- Support the talent acquisition and onboarding process.
- Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions.
- Perform data entry and maintain databases for Watterson programs and surveys.
- Coordinate and ensure accurate vendor information with appropriate personnel. Enter the vendor invoice and all appropriate backup documentation into the appropriate system. Create and monitor project dashboards.
- Update and troubleshoot project tracking database; develop, maintain, and report project intake and status. Regular review of project data for errors or omissions.
- Follow-up on any problems related to orders, invoicing and/or reimbursements.
- Review credit card and vendor charges per job to ensure accuracy of bill.
- Create T&M bill based on field documents uploaded by the field team.
- Ensure that field teams are adequately trained on all relevant field documents.
- Coordinate file review meetings to ensure team members have proper documentation and updates in all jobs.
Traits/Competencies
- Attention to Detail – directs attention to the task at hand to avoid making mistakes; shows concern for all aspects of the job no matter how small.
- Effective Communicator – consistently communicates with clarity and thoroughness in a clear, concise, and timely manner; demonstrates effective speaking and presentation skills.
- Initiative – Self-starter, takes action beyond what is required, completes assignments independently, contributes to others’ initiatives without being asked.
- Process oriented – good at figuring out the processes necessary to get things done; understands how to separate and combine tasks into efficient workflow, simplifies complex processes.
- Peer Relationships – easily gains trust and support of peers and encourages collaboration, quickly finds common ground, and solves problems for the good of all; is candid with peers.
Experience/Education/Qualifications
- Associate degree preferred but not required. High proficiency in Word and Excel and comfortable working with other technology systems to complete work on a daily basis.
- 3-5 years of work experience with a minimum of 1 years’ experience in a similar role.
