Job Description

The Project Administrator is accountable for providing support to the Project Team in coordinating, planning, monitoring, and administrating projects from conception through implementation. He/she will assist in the coordination of all aspects of projects including, but not limited to, order review, order entry, scheduling, budget management, agreements and funding, purchasing, expediting, change management, invoicing, collections, monitoring, reporting, shortages, problem reports, and post-sales services.

Essential Responsibilities

• Execute Powell’s Project Management methodology including, but not limited to:
  • Support project activities from initiation through project closeout.
  • Under the guidance of Project Manager, creates purchase order requisitions and monitor buyouts material. Follows up with purchasing to assist in tracking major buyout material and shortages.
  • Actively assists Project Managers in accounts receivable and invoice generation.
  • Provides support project financial reporting
  • Monitor Powell's business control systems for scheduling and financial variance
  • The position aids Project Managers in the drafting and issuance of change orders, budgets and preliminary schedules
  • Coordinates with key project stakeholders to obtain, assemble, format, and disseminate information necessary for project reporting requests
  • Assists in maintaining and monitoring project schedules.
  • The role prepares reports including forecast reports, budget status, and other related reports
  • Helps the Project Management Department with tracking and monitoring of KPIs
  • Provides assistance with record keeping and project document management.
  • Manages office administration tasks
  • Supports the project staff by facilitating project such as meetings, conference rooms, conference calls, etc
  • Takes meeting minutes and action items during meetings and performs basic follow-up
  • Provides mentorship and training to Project Administrators
  • Supports internal projects and continuous improvement initiatives

Minimum Qualifications

• Minimum of five years of experience as a project team member or related position
• High school diploma required; Associate’s or bachelor’s degree in business administration or engineering is preferred

Skills, Abilities & Other Requirements

• Requires strong communication skills to effectively interface and coordinate activities with company executives, employees and customers
• Knowledge of project planning, fiscal planning, and contract management preferred
• Able to manage multiple priorities and projects.
• Strong organizational and time management skills
• Excellent written and oral communication skills
• Demonstrated working knowledge of MS Office
• Experience with Adobe Pro, Primavera, Microsoft Projects, and Oracle Preferred

Working & Environmental Conditions

Working Conditions

• Temperature controlled working environment. Some outside activities may be required.

• This position may travel out-of-town to attend training and meetings.

• Typical office environment: may experience minor discomfort from extensive use of a computer display and keyboard; travel between buildings on campus and between campuses.

Physical Requirements

• Maintaining body equilibrium and agility to prevent falling when walking, standing, crouching, ascending or descending stairs.

• Sitting, standing and walking for long periods of time.

• Typing, punching or applying pressure to an object with fingers and palm.

More Information

This job description outlines the essential functions of the job and does not contain a comprehensive list of all possible responsibilities, tasks, and duties.

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