Project Manager Assistant

Description

• Conduct audits to ensure vendor/subcontractor compliance. Review invoices for accuracy and assist preparation for payment (supporting role)
• Must promote the Company culture and mission to all employees, vendors, clients and business partners.
• Effectively coordinate and maintain all project financial documents, software system inputs and related billing/invoicing issues per Company policies and procedures.
• Monitor, record and report project/job administrative progress and project/work related quality and safety issues and provide periodic reports on status to assigned supervisor.
• Prepare & maintain daily reports for purchasing manager. Verify purchase orders for accuracy. Open and sort incoming mail.
• Manage calendars, schedule meetings and arrange travel itineraries, management of daily office activities.
• Perform assigned word processing, general filing, timekeeping, records management, correspondence and assigned project related financial documents processing.
• Act as the project administrator for interface with customer representative(s).
• Schedule and help manage weekly and monthly meetings.
• Assist the program accounting department, on multiple project sites, by spot checking Labor, Material, Other-expenses and Subcontractor costs that roll up into monthly Program reports.
• Create, develop, implement and revise project process improvement(s).
• Support document control, spot check and maintain accuracy and delivery to our customer.
• Review project site expenses.
• Interact and track program level billing, reporting and metrics (SPI’s, KPI’s, CPM)
• Perform reporting audits for accuracy and overall delivery (safety reports, QA, labor forecasts)
• Monitor, record and report project/work related quality and safety issues to assigned supervisor.
• Maintain, check and revise program level dashboard reports due to client.
• Screen telephone calls, resolve routine and complex inquiries. Tracking vacation & time off requests, maintain attendance database for Program employees.
• Maintain program level dashboards, input, data acquisition, collection

Requirements

• Must be self-motivated, positive in approach, professional and help to create, develop and implement process improvement(s).
• Must have proven skill level to interpret project documents, including but not limited to, timesheets, spreadsheets and billing documents.
• Must be able to effectively operate office equipment and computing devices commonly used in the industry.
• Must meet Company minimum driving standards.
• Must have some experience in customer interface, such as liaison between the customer and the Company.
• Must possess a minimum of three (3) years working experience.
• Must have a minimum of two (2) years of experience in a related telecommunications or construction administrative position.
• Must be proficient with Microsoft Office (Word, Excel and MS Project).
• Regular attendance is mandatory.
• Must have demonstrated verifiable ability to identify a project, create a project filing system, develop detailed associated administrative tasks and manage these for project final record keeping and audit.
• Self-manage assigned workload distribution.
• Must have proven mid skill level to interpret project documents, including but not limited to, timesheets, spreadsheets and billing documents.
• Must possess the ability to learn Company and customer project management systems.
• Must be able to manage multiple tasks/projects simultaneously.
• Must possess at least a High School diploma or GED equivalency.
• Able to preserve confidential information; self-sufficient problem solver; work with little or no supervision and handle multiple projects simultaneously.
• Able to create, correct and revise complex Excel spreadsheets, tables, charts and graphs.
• Must possess proven problem solving skills, critical thinking skills and the ability to effectively read, write and give oral direction(s) to project personnel.
• Must possess at least a High School diploma or GED equivalency
• Must be able to travel within branch territory and/or regional territory as needed.

Benefits

• Minimal to low level travel. Travel to project sites 1-3 day trips may be required on quarterly frequency, based on program level requirements of our customer

Training + Development

Interview process

Visa Sponsorship

Security clearance