Project Management Administrative Coordinator

Description

Job Title: Project Management Administrative Coordinator

As a Project Management Administrative Coordinator, you will play a vital role in ensuring project success by monitoring progress, liaising with stakeholders regarding project phases, scheduling crucial meetings, and maintaining comprehensive project documentation and reports. This position focuses on developing and monitoring operational and financial metrics across the region and standardizing workflows and billing procedures. We seek a highly organized, clear communicator who is eager to take ownership of financial processes while ensuring accurate records are maintained. If you are a quick learner with strong organizational skills, a proactive mindset, and the ability to manage deadlines and solve problems independently, we encourage you to apply!

Essential Functions & Responsibilities

• Track and monitor the status of field construction projects.
• Assist in project scheduling to optimize workflow.
• Update tracking and communication tools, such as Smartsheet and Excel, along with performance metric charts and tables.
• Facilitate programs for field production using mobile communication platforms.
• Ensure proper submission of work packages for billing validation.
• Support General Forepersons in resolving daily operational challenges.
• Monitor compliance with production reporting processes and provide necessary reports.
• Validate and submit reports to utility customers effectively.
• Gather and review metrics for General Forepersons and Project Managers.
• Prepare and submit invoices for various types of unit and T&E work on a weekly basis.
• Ensure timely delivery of invoices to customers and follow up to secure prompt payments while adhering to contractual guidelines.
• Maintain thorough billing records to confirm accurate billing of all work performed.
• Collaborate with internal teams to address billing or payroll discrepancies efficiently.
• Review vendor invoices for accuracy and proper documentation.
• Distribute vendor invoices to the appropriate departments for timely payment in line with company policies.
• Reconcile vendor statements and resolve arising discrepancies.
• Organize and maintain all accounts payable transaction records.
• Communicate with vendors and internal departments to manage inquiries and ensure smooth payment processes.
• Perform additional duties as required.

Minimum Qualifications

• Must be 18 years of age or older.
• Strong analytical skills are essential.
• Effective verbal and written communication skills with all levels of the organization, from field personnel to executive leadership.
• Intermediate to advanced proficiency with Microsoft Excel, including pivot tables and charts.
• Experience with Smartsheet is preferred but not mandatory.
• Ability to work collaboratively with colleagues, clients, and stakeholders.
• Proactive, resourceful, and flexible in a dynamic environment.
• Aptitude for analyzing large volumes of data and performing metrics analysis.

Benefits

We offer a competitive range of benefits to support our employees' health, well-being, and financial security. Medical, dental, and vision benefits are available to all eligible employees starting on the first day of employment. For information regarding the benefits available for this role, please reach out to the recruiter or hiring manager.

Individuals with a disability who require reasonable accommodation can contact the ADA Coordinator. We partner with the Department of Homeland Security to e-Verify all newly hired employees.

An Equal Opportunity Employer.

Please note

• All job offers are subject to pre-employment drug screening and a background check.
• Unless specified, we do not sponsor work authorization for this position.

Notice to Agencies

We only accept resumes from recruiters or staffing services if a Service Agreement has been signed and recruitment services have been requested for this specific position. Any unsolicited resumes will become the property of the company, and no fees or compensation will be provided.