Project Administrator

Description

Position Summary

The Project Administrator (PA) will have dotted line reporting and work closely with the General Manager(s) of the locations they support. They will support the field employees, and subcontractors to ensure projects are documented and invoiced on time, within budget, and to the highest quality standards. The PA is responsible for developing, monitoring, and updating all project data files in the ERP. The PA will monitor projects in progress from initial dispatch through invoicing the client. The PA will work with vendors, clients, and other employees to facilitate access, track progress of work, and confirm timely closeout of project. The PA will aim to serve as the liaison between field offices and the corporate office for all new forms, policies, procedures, processes, and programs. The PA will provide general administrative support to all employees in the office.

This position may also be responsible for traveling to job sites, in the field, with little to no advanced notice.

Key Responsibilities

• Provides a broad range of administrative support functions for management which include coordinating office communications, tracking budgets, purchasing, scheduling, workflow, and processing of office forms.
• Coordinates facilities and emergency response requests and organizational needs; conducts research and analytical activities involving the gathering of background material and data in support of projects.
• Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions (supporting AP and AR departments).
• Perform data entry and maintain ERP for the projects they support.
• Coordinate and ensure accurate vendor information with appropriate personnel. Enter the vendor invoice and all appropriate backup documentation into the appropriate system. Create and monitor project dashboards.
• Create T&M bill based on field documents uploaded by the field team and should be entered daily to ensure accurate and real-time billing.
• Coordinate file review meetings to ensure team members have proper documentation and updates in all jobs, or the position may need to work directly with the mitigation project managers to ensure all paperwork is turned in and reviewed on a daily basis and the file reviews will be handled by the General Manager/Operation Manager.
• Update and troubleshoot project tracking database; develop, maintain, and report project intake and status. Regular review of project data for errors or omissions.
• Follow-up on any problems related to orders, invoicing and/or reimbursements.
• Review credit card and vendor charges per job to ensure accuracy of bill.
• Ensure that field teams are adequately trained on all relevant field documents.
• Ability to work in a matrixed organization.
• Complete other duties as assigned.
  
  

Traits/Competencies

• Attention to Detail – directs attention to the task at hand to avoid making mistakes; shows concern for all aspects of the job no matter how small.
• Effective Communicator – consistently communicates with clarity and thoroughness in a clear, concise, and timely manner; demonstrates effective speaking and presentation skills.
• Initiative – Self-starter, takes action beyond what is required, completes assignments independently, contributes to others’ initiatives without being asked.
• Process oriented – good at figuring out the processes necessary to get things done; understands how to separate and combine tasks into efficient workflow, simplifies complex processes.
• Peer Relationships – easily gains trust and support of peers and encourages collaboration, quickly finds common ground, and solves problems for the good of all; is candid with peers.
  
  

The successful and eligible candidates will receive a competitive compensation package that includes: health, dental, vision, life and AD&D, voluntary life, short-term and long-term disability, accident, critical illness insurance, hospital indemnity plan, employee assistance program, company-sponsored 401K retirement plan, holidays, cell phone stipend, and paid time off (PTO). Watterson is an E-Verify and Equal Opportunity Employer. Watterson conducts background checks as part of our hiring practices.

Requirements

Physical Requirements

• Prolonged periods of sitting.
• Operating a computer.
• Driving to field sites as required.
  
  

Experience/Education/Qualifications

• Associate’s degree in a related field, preferred.
• High school diploma or GED equivalent.
• 2+ years of related work experience required, preferably in billing.
• Experience working with ERP systems, a plus.
• Experience with T&M Pro, a plus.
• Fluent in MS Office (Word, Excel, and Outlook).
• This position may require long periods of last-minute travel with little to no notice.