Job Description
The Project Administrator provides administrative and project support to the project managers and project execution teams for water and wastewater projects of varying complexity in accordance with customer requirements and Inframark standards. The Project Administrator works with the project manager ensuring that projects are set up accurately within the business system and that project documentation such as transmittals, meeting minutes, procurement plans, project meeting coordination, etc. are prepared and filed. This position requires good organizational skills, effective time management, ability to support multiple projects and project managers across different geographic regions and to communicate and collaborate across multiple stakeholders.
MEASURES OF SUCCESS
Effective and timely collaboration and engagement with project team members completing project activities and deliverables.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Be a primary administrative support to multiple cross-functional teams to include, but not be limited to, the following; Operations, Project Management, Engineering, PLC, HMI, or as specified and directed by the direct supervisor (proficiency and aptitude in current workplace technology, software, and systems is necessary for this key responsibility)
Maintaining cohesive notes and or taking dictation to support project operations and completion of deliverables
Follow-up on action items with direct reports on behalf of the department head as required
Compile & analyze data, and prepares reports and/or recommendations for direct supervisor
Manages and sets up leadership routines; set up and take down of events, other meetings, coordinates logistics, accommodations and technical coordination; manages various communications on own; some content development for routine meetings; manages feedback and follow-up mechanisms.
Coordinate meeting logistics both on-site and off-site (e.g., facilities, materials, guestroom facilities, meeting room facilities, audio-visual requirements, food services, billing).
Schedule and manage travel arrangements (as needed) to include air, hotel, ground transportation
Develops communication, messages and correspondence with little coaching, or on own for general routines, recognition and external general engagement.
Create graphic presentations to include charts, logos and scanned images.
Establish relationships and work effectively with internal and external individuals/parties in order to meet one's own commitments effectively and efficiently.
Take action to improve one's own knowledge and skills.
Provide guidance to act as a role model for other staff within the organization.
Identify, classify, maintain, and protect files, documentation and sensitive information consistent with record handling and retention requirements.
Update all project tracking information (i.e., spreadsheets, calendars) to keep team members informed.
Identify and implement effective processes and procedures within one's area of accountability
Ability to communicate with others, via telephone, electronically, or in person, in a professional and helpful manner while simultaneously building credibility and rapport. This includes the ability to understand, be diplomatic and tactful, demonstrate appropriate behavior in social situations and maintain composure in negative circumstances in order to achieve results.
ORGANIZATIONAL RELATIONSHIPS
The Project Administrator will report to the Regional Vice President
The Project Administrator works directly with the Project Managers, Project Execution resources, Field Managers and Technicians, Engineering, PLC, HMI, Manufacturing, Procurement, Legal, Finance and RVPs.
QUALIFICATIONS
A high school diploma or equivalent is required, completion of an accredited college/university is preferred. Excellent communications skills, ability to work in company ERP systems and attention to detail are essential.
Proficiency in Microsoft Office Suite applications including Word, Excel, PowerPoint, Outlook, etc. Knowledge of Microsoft Project is a must.
PHYSICAL DEMANDS
The ability to communicate orally with management and other co-workers is crucial. Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods in front of a computer monitor is common. Hearing within normal ranges is necessary for communication with Field Service, other departments, and customers. Adequate vision is needed for using a computer monitor and document review.
WORK ENVIRONMENT
The job is performed indoors at Inframark A&I office locations. Activities include extended periods of sitting and regular work at a computer monitor. This job includes the potential of working irregular hours with demands outside of normal work hours/days.
TRAVEL
A maximum of 10% of travel may be required for Inframark office visits, team meetings, etc.
Requirements
Internal employees, please apply via Sharepoint: Click Here (https://forms.office.com/Pages/ResponsePage.aspx?id=ulEKN6BrH0C-S-h2glHJ1tPeH_hqqyZEj16AqZpE8ApUNUFZNUlBN1M1S1RLVDVCVTRMTUNWUzFLWS4u)
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An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.