Project Administrator

PROJECT ADMINISTRATOR

SUMMARY

This is an opportunity to join a growing dynamic and responsible company that fosters the development of our employees. We are seeking a Project Administrator and this position will be based in Louisville KY.

This role is responsible for managing project entry and administrative support for projects company-wide. This role also serves an as auditor ensuring that projects and the contracts related to them are accurate and that proper procedures are followed to promptly book jobs and initiate billing a payment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• All team members must embody the company mission to provide protection for people property and the environment in all aspects of their job.
• Establish a business relationship with internal and external customers.
• Provide guidance and support to facilitate accurate and timely booking entry billing and collection of payment on installation jobs company-wide.
• Maintain a continuous and collaborative line of communication internally and externally to clear any open issues delaying customer processing of contracts booking and billings related to projects.
• Provides administrative support coordinates and communicates professionally with the regional branches.
• Maintain knowledge of and follow customer contracted project requirements including submission deadlines.
• Review new job booking packages for accuracy to meet ISO standards and facilitate new project onboarding.
• Performs initial knowledge gathering from customer contracts and customer purchase orders when new projects are acquired to determine project billing requirements.
• Enter approved contract pricing into Odoo in project financials tab and update change orders.
• Includes all related paperwork or portals required by the customer to initiate contract and payment (PO contract AIAs Waivers OCIP/CCIP pulling service reports and inquiring about setting up for automatic sending etc.).
• Review and analyze project budgets for overages and enter budget revisions into ERP system as needed.
• Process and file preliminary liens and lien notices based on existing project thresholds.
• Perform reconciliations of JIP billed/unbilled vs. revenue activity.
• Research and resolve unexplained items with local branch.
• Close Install jobs upon notifications from local branch.
• Attend weekly project meetings with the branches as needed and take meeting notes.
• Assist with back up billing of Install invoicing and high complexity Install billings
• Ensure compliance with the Companys financial policies and procedures as they relate to project entry billing budgets and AP guidelines.
• Continually assess ongoing processes to identify areas for potential improvement.
• Protects organizations value by keeping information confidential.
• Updates job knowledge by participating in educational opportunities.
• Other duties as assigned.

MINIMUM EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent.
• Associates in Business Administration or similar preferred
• 2 years experience in construction or similar industry preferred

KNOWLEDGE SKILLS AND ABILITIES

• Strong service orientation.
• Ability to track budgets assist with updating forecasts and execute project invoicing.
• Must possess and demonstrate intermediate level (or higher) skillset in MS Office Suite (specifically in Excel or OneDrive) Adobe Acrobat Pro (or similar)and proficient with utilizing remote meeting software (Google Meet Zoom etc)
• Experience in Procore Salesforce and Odoo is a plusbut not required.
• Ability to work well with others under deadline situations and respond appropriately to quick changes in priorities.
• Good written and verbal communication skills strong organizational skills.
• Ability to work independently take initiative set priorities and see projects through to completion.
• Highly self-sufficient and self-motivated.
• Employ problem-solving skills.

Required Experience:

Unclear Seniority