Primary Responsibilities

The Project Administrator will be responsible for ensuring the schedule, budget and details of a given project are well organized. They will communicate with various departments to keep everyone on board about any changes to the project plan. In addition, they organize reporting and keep in constant communication with project managers regarding the status of projects. The Project Coordinator needs to be proficient in working with standard Microsoft Office programs such as Excel, Teams, and Outlook. The ability to handle multiple projects and team support with excellent communication and attention to detail is a must.

Essential Functions

• Converting won jobs from sales proposals to active projects utilizing company software platforms (Sedona and WeSuites)
• Converting change orders from WeSuites into Sedona
• Compiling and providing Pre liens for jobs
• Creating and sending project invoicing reports to project managers monthly
• Project invoice creation (standard & AIA, lien waivers, etc.)
• Executing Subcontractor Purchase Orders’s (agreements, issuing, qualifying/onboarding)
• Act as subcontractor’s point of contact for all payment advice
• Utilize multiple portals for project and service invoice submission
• Cleaning WeSuite queue at end of month
• Updating customer accounts (in company project management software or in customer’s portal) as needed

Required Qualifications

• High school diploma
• Must be efficient and productive in a fast-paced environment
• Must possess excellent customer service skills for both internal and external customers
• Must possess basic math and money handling skills
• Must enjoy working with people and possess a friendly and outgoing personality
• Must have excellent computer skills and be comfortable working in various softwares and programs

Physical Requirements & Environment

• This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines
• All employees of IPS are subject to random drug testing per our Drug Free Safety Policy
• Background check required. Must have and maintain a clean driving record (no DUIs or other serious violations within the past three years).

Other Duties

• Be ever mindful that he/she has both internal and external customers.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $22.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Overtime
• Weekends as needed

Experience:

• Customer service: 1 year (Required)
• Project coordination: 1 year (Required)
• System administration: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Shift availability:

• Day Shift (Preferred)

Work Location: In person