DUTIES AND RESPONSIBILITES:
PROJECT ADMINISTRATION:
- Assist Project Coordinators (PCs), Project Designers, and/or Project Managers (PMs) on a variety of
valve, automation, and controls projects across multiple industries. - Create lump sum, contract projects for all new projects associated to the PMO.
- Create project folders and keep updated with all relevant project documentation; for e.g., scope,
schedule, Sales Orders (SOs), initial hand-off, internal / external kick-off, Change Orders, IFA / IFC
packages, lessons learned, etc. - Coordinate and participate in project meetings to capture and distribute Minutes and Action Item
- Log with direction from PC and/or PM; for e.g., hand-offs, kick-offs, status updates, lessons
learned, etc. - Review and track subcontracts, SOs, Purchase Orders, etc. for multiple projects.
- Monitor Accounts Receivables (ARs) and collect payment from Customers for past-due invoices;
ideally, maintain overall ARs past 30 days to less than 8%. - Serve as document control administrator for specific projects, as required by contractual agreement
with Customer. - Ensure all order related documentation is submitted in a timely manner using established procedures.
- With direction from PC and/or PM, compile all export documents and flag projects needing
compliance with the Export Compliance Manual. - Collaborate with the Supervisor, PS to maintain compliance with the Record Retention Policy.
- Create and maintain the PMO calendar with existing / planned project timelines and staff availability.
- Identify and recommend to the Supervisor, PS opportunities tied to internal standards, processes,
procedures, templates, and tools for the efficient, quality delivery of projects; as needed, support the
execution of such opportunities. - Perform other duties assigned by Supervisor, PS.
OFFICE ADMINISTRATION:
- Cover front desk on a rotating schedule, greet Customer(s), and assist with visitor-specific items; for e.g., check-in / check-out process, badging, safety orientation, directions to key facilities (Conference Rooms, Applications Rooms, etc.), Wi-Fi access, organizing lunches per PM direction, etc.
- Maintain Customer account information in the business system; for e.g., billing / shipping addresses, phone numbers, emails addresses, etc.
- Perform general administration activities; for e.g., answer phones, order office supplies, mailing, etc.
QUALIFICATIONS:
Education/ Knowledge:
- High School Diploma required; Associate Degree and/or combination of education and 2 years of direct Customer service-oriented experience demonstrating an understanding of effective communication and ability to manage multiple tasks preferred.
- Knowledge of office administrative procedures; use and operation of standard office equipment
COMPETENCIES:
- Excellent written and verbal communication skills.
- Strong team player with excellent interpersonal skills.
- Strong organizational skills with ability to multi-task.
- Strong ability to use independent judgment.
- Strong sense of professionalism.
WORKING CONDITIONS/PHYSICAL DEMANDS:
- Work to be conducted primarily in office; however, some work may be done in shop or warehouse
environments and some work may be conducted remotely via technology. - Must be able to wear minimum level of required Personal Protective Equipment (PPE) without
restriction which may include, but not limited to, safety glasses, safety shoes, and hearing protection. - Must have ability to perform work with occasional walking, standing, reaching, stooping, and kneeling.
- Must be able to use hands to handle and control office objects, tools, and equipment. Long hours on
computer keyboard. Repeating motions may include the wrists, hands and/or fingers. - Ability to lift and/or move up to 50 pounds. Occasional climbing, kneeling, reaching, pushing, pulling,
lifting, and grasping. - Hazards: Proximity to moving mechanical and mobile equipment.
