Project Administrator
Description
The Project Administrator’s primary responsibility is to partner with Project Managers on all project related documentation and billing to be kept current. This includes project information accuracy in all systems that display to the organization. The Project Administrator works alongside each Project Management team (including Senior Project Manager, Project Manager, Associate Project Managers, Project Designers, Estimators and Bid Managers) to generate project related documents including payment schedules, payment applications and Invoices.
- Initiates set up of projects, folders and job structure
- Creates project payment schedules and manages billing for all designated projects, ensuring the payment schedules are accurate and current
- Maintains project revenue valuation breakdowns on projects
- Understands billing requirements for each project and can support the Project Managers in gathering information and submitting required documents
- Reviews and understands the extents of current contracts and can answer related questions
- Collaborates with the management of customer project portals and information
- Follows up on Accounts Receivable collections and works with customers to get payments arranged
- Ensures all System project information is accurate and current as related to revenue
- Run reports and be able to interpret documents down to detailed information on revenue and cost breakdown
- Understands and calculates tax to be charged on projects during invoicing
- Fills a connection between Project Management and the Finance or Legal teams
- Collaborates effectively with all members of other functional areas of the organization
- Supports other project or organizational tasks, as assigned
To perform this position successfully, each essential responsibility/accountability must be fulfilled satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the responsibilities and accountabilities outlined above.
Organization: Strong organizational skills to maintain project documentation, schedules, and resources.
Communication: Effective communication, both written and verbal, to facilitate collaboration among project team members and stakeholders.
Documentation: Proficiency in creating and maintaining project documents, including plans, reports, and meeting minutes.
Time Management: Efficiently managing project timelines, deadlines, and task assignments.
Problem-Solving: Identifying and addressing project issues and roadblocks to keep the project on track.
Attention to Detail: Meticulously reviewing project documentation and deliverables for accuracy and quality.
Team Collaboration: Collaborating with project managers, team members, and external partners to ensure project objectives are met.
Technology Proficiency: Familiarity with project management software and tools to support project planning and tracking.
Adaptability: Being adaptable to changes in project scope, requirements, or priorities.
• 1+ years of experience in project coordination, administration or a related field
• Education: HS Diploma/ GED required, with an Associates or Bachelors Degree, preferred
• Strong knowledge of business and manufacturing process
• Excellent verbal and written communication skills
• Strong analytical and problem-solving abilities to assist with project planning
• Strong leadership skills along with a strong sense of urgency
• Critical thinking skills and the ability to think tactically and strategically
• Ability to read and understand contractual content
• Proficiency in Microsoft Office Applications: Word, Outlook, and Excel
- Understanding ERP systems (e.g. SAP, Epicor)
- Understanding of billing terms
- While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to reach with hands and arms and talk or hear.
- Specific vision abilities required by this job include close vision, color vision, and peripheral vision.
- The employee regularly operates a computer, including typing, using a mouse or keyboard, and viewing the screen for extended periods.
- While the role does not require regular lifting or physical exertion, there may be occasional onboarding programs or training opportunities that create opportunities for more exposure to physical tasks or new environments (sites, venues, etc.)