IT Administrative & Project Coordinator

Information TechnologyHybrid Remote, Blue Bell, PA

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Description

Position at BrightView Companies, LLC

At BrightView, the best teams are created and maintained here.  If you are searching for your next fulfilling career, picture yourself on a best-in-class team where you can grow to be your brightest.  We’re looking for an IT Procurement and Project Administrator. Can you picture yourself here?

Here’s what you’d do: 

As the IT Admin and Project Coordinator you will provide comprehensive administrative and project support for IT. Project support includes maintaining projects via IT’s project management system, completing project documentation, tracking expenses, coordinating resources, and generating scorecards and reports. IT Admin responsibilities include processing purchase orders, renewing contracts, coordinating software license audits / renewals, maintaining vendors in the ERP (Financial) and IT Service Management (ITSM) systems, generating financial tracking, reporting and reconciliation, and supporting recurring monthly activities.   
 
Your strong attention to detail, excellent communication and documentation skills, and administrative support experience will be key to your success in this role!
 
Responsibilities
 
Project Administrative Support
 
  • General: Administer and maintain project updates and records via IT’s project management system, create and complete project documentation (e.g., Fact Sheets, Resource Plans), track and manage project expenses, coordinate resource requirements, and process contractual documents (NDA, Scope of Work, Service Agreements).
  • Process & Methodology: Follow IT PMO processes / procedures to ensure project phases (Discovery, Planning, Build, Readiness, Go-Live, Hypercare) are completed with high-quality results.
  • Task & Resource Coordination: Work with project task owners to drive tasks, obtain updates, capture / escalate risks, and coordinate activities.
  • Financial Tracking: Verify project invoices, track project related expenses, and create forecasts.
  • Reports & Scorecards: Generate scorecards, status reports, and provide management updates regarding project progress and challenges.
 
IT Admin Support
  • Audit Support: Provide IT financial information as needed to BrightView Accounting and Finance teams in support of annual audits. 
  • Vendor Maintenance: Maintain vendor records by adding or updating vendors in ERP and ITSM systems, and audit purchases against vendor statements. 
  • Inventory Reconciliation:  Reconcile IT inventory against purchase records to ensure accuracy and alignment.  
  • Report Generation: Prepare reports related to inventory, accounting, vendor management, and other reports as needed.
  • Purchasing: Support purchasing for IT equipment, software, consulting, and maintenance agreements. Review, screen, code, and process Purchase Orders and invoices for IT including some licensing for field offices.
  • Renewals: Collaborate with business units to coordinate enterprise software and hardware renewals, ensuring timely execution and communication. 
  • Journal Entries: Prepare, validate, and submit to Finance approved accruals and journal transfer requests. 
  • Budgeting & Financial Reports: Assist with annual IT budgeting and planning processes and prepare monthly accounting reports to reflect actual vs. budget spend progress.   
Requirements:
  • Proficient with advanced MS Excel features, MS Word, and MS PowerPoint.
  • Understanding of basic accounting and financial transaction processes.
  • Basic knowledge of project management terminology, tools, and processes.
  • Strong organizational and problem-solving skills, with a high level of attention to detail and focus on quality.
  • Excellent interpersonal and written communication skills with the ability to collaborate with diverse teams and team members with varying skills and styles.  
  • Quick learner, with a   desire to stay current on new technologies and business solutions. 
  • 2-4 years of advanced education.
  • At least 2 years’ experience working in a similar role, preferably for a large and / or public company.

Desired Characteristics:
  • Experience coordinating projects.
  • Knowledge of ServiceNow, SharePoint, and Visio.
  • Knowledge of JD Edwards Financial System or similar ERP systems.

Here’s what to know about working here:

Here at BrightView, we’re as passionate about caring for our clients as we are about caring for each other. Though we’re the nation’s leading landscape company, we maintain a small company feel and supportive environment that makes our team members feel at home. 

If you’re looking to join a team of talented go-getters who tackle big vision projects other companies could only dream of, you just might have found your match. With our range of services, including landscape design, development, maintenance and enhancements, there’s no limit to what we can do, and what you can achieve.

Growing Everyday

Like the communities we serve, you are on a constant path of discovery to shape your career and personal development. In addition to best-in-class opportunities and competitive salary, you may be eligible for benefits and perks like:

  • Paid time off
  • Health and wellness coverage
  • 401k savings plan

Start Your Bright New Career Journey

 

BrightView is an Equal Employment Opportunity and E-Verify Employer.

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