Job Description:
Roles and Responsibilities
The Project Administrator plays a crucial role in ensuring the smooth operation of project activities. The roles and responsibilities include:
• Manage and coordinate the document control functions for all documents and drawings
• Assist Procurement Manager with various procurement duties as needed
• Assist Safety Manager to ensure contractor safety verifications and training are up to date
Procurement Support
• Create purchase requisitions and purchase orders in SAP
• Assist with end-of-the-month accruals, forecasting, and maintaining budget
• Track milestone payments and prepare invoices for approval
• Coordinate with Project Engineering Manager to ensure timely invoice approvals
• Draft and distribute change orders to OEMs and Project Team for approval
• Coordinate with new vendors to set them up as an active vendor in SAP
• Request quotes from vendors as needed
• Maintain tracking log of all project rental equipment and coordinate pick-up/delivery
• Track and repair Project radios and maintain a radio log
• Create and submit timesheets for contracted project team members to Project Engineering Manager for approval
Receiving
• Maintain vendor delivery schedule per PO/contracts and assist with coordination and scheduling of deliveries
• Coordinate receiving, unloading, and lay down/storage of equipment
Safety Coordination
• Assist Safety and Procurement Manager with contractor and subcontractor qualifications
• Verify that existing contractor information is up to date
• Coordinate with Safety Manager to write up and submit safety exception forms when necessary
• Track contractor safety orientation training to ensure it is current and provide training to new contractors when needed
Document & Drawing Control
• Maintain effective and efficient records of engineering drawings and monitor the revisions and approval status
• Perform routine activities of document control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings
• Coordinate with engineering firm on drawing revisions. Retrieve drawing updates from engineering firm, tag them with project information and transfer to Company's construction cloud.
• Maintain procedures for maintaining documents and manage change of control documents
• Ensure that the Project Team and contractors comply with the document management system process and procedures
• Liaise closely with contractors in all matters relating to document control
• Maintain and control the filing system for all procurement, safety, and engineering documents
General Administrative Duties
• Coordinate with Project Team and vendors to schedule meetings
• Attend, record and distribute meeting minutes
• Maintain and track vendor action items logs
• Order and maintain office supplies
Education / Experience
High School Diploma or GED required.
Associates Degree preferred.
Software Proficiency
• SAP
• Autodesk ACC
• Microsoft Office
• Adobe Acrobat
• OnBase contract repository
• Microsoft Outlook
• Microsoft Teams
COMPENSATION AND BENEFITS
Hourly contract rate range of $22.00 to $28.00 based on experience and qualifications, as well as geographical market and benefits considerations.
Your well-being is important to Wimmer Solutions. All regular, full-time employees working a minimum of 30 hours per week are eligible to participate in the benefits plan. Outside of offering excellent medical, dental, and vision benefits, we also offer the following: