Project Adminstrator

Purpose of the Job:

Provide clerical and administrative support to both senior leadership and management team members within the field service operations (FSO) function of North America Commercial Services (NACS) Operations to include but not limited to: data collection, entry, accuracy & distribution; progress report creation & distribution for internal projects within FSO; complete company documents; facilitate approval and place in electronic or hard copy storage.  May also schedule and coordinate meetings, appointments and travel arrangements.  Ensure administrative services are delivered to clients in a high quality and professional manner consistent with company initiatives, client expectations as well as internal and external SLAs.

Primarily Roles & Responsibilities:

·         Provide clerical and administrative support for field service operations management.

·         Collect, assemble, create, disseminate, and maintain large volumes of business-related, confidential or sensitive data/information using spreadsheets, databases, technology systems and reports.

·         Perform data management services to include, but not limited to, review and prioritize source documents/data; identify and interpret data to be entered and determine appropriate system(s); follow-up with appropriate parties to resolve questions, inconsistencies, or missing data; enter data from source documents into computer according to established format; verify accuracy of data entered by comparing with source documents/data and make necessary corrections to information entered.

·         Execute records management activities to include, but not limited to, collect, sort, prepare and scan documents; label and enter documents into the computer system; prepare files and forward documents for recycling and/or shredding.

·         Complete company documents and ensure compliance with regulations, standards, procedures and policies.

·         Coordinate internal FSO projects, track deadlines, and perform follow up to ensure timely completion of assigned tasks in support of the field service operations management team.

·         Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.  

·         Develop relationships with key internal/external client contacts while gaining recognition as a team resource.

·         Notify the appropriate individuals on issues of quality, confidentiality, or risk.

·         Manage conflicting priorities - organize workflow, team with colleagues to accomplish tasks and balance workloads.

·         Develop and demonstrate a solid working knowledge of the Company's structure, product/service lines, key personnel, policies and procedures.

·         Maintain and enhance a strong client service-oriented environment focused on problem prediction, detection and resolution.   Proactively identify and remove barriers to meeting client expectations.   Achieve all client satisfaction objectives and internal and external SLAs. 

·         Actively and consistently recommend and support all efforts to improve, simplify, automate and enhance day to day service delivery and the client experience. 

·         Foster and contribute toward collaborative working relationships within NACS operations and across all levels and departments of the organization to execute administrative functions and company priorities.

·         May coordinate off-site meetings; assist with schedule management; arrange appointments, travel, meetings and conference calls.

·         Achieve performance targets established by leadership for applicable Key Performance Indicators.  

·         Perform other duties as assigned by management.

 

Skills, Knowledge, Abilities

Accountability - Demonstrates an understanding of the link between one’s own job responsibilities and overall organizational goals and needs, and performs one’s job with the broader goals in mind.  Looks beyond the requirements of one’s own job to offer suggestions for improvements of overall organization operations. Takes personal ownership in organization’s success.

Customer Focus - Demonstrates concern for meeting internal and external customers’ needs in a manner that provides satisfaction for the customer.  Considers the impact on the external customer when taking action, setting policies or carrying out one’s own job tasks. Looks for external trends that are likely to shape the wants and needs of customers in the near future. Looks for creative approaches to providing or improving services that may increase efficiency and decrease cost.

Interpersonal Relationships - Demonstrates appropriate and professional behavior at all times. Uses a high degree of tact and diplomacy in working with others. Models and exercises sound judgment regarding personal conduct. Is aware of one’s own style or preference and its impact on others. Earns the respect of others.

Problem Solving and Critical Thinking - Builds a logical approach to address problems or opportunities or manage the situation at hand by drawing on own knowledge and experience base and calling on other references and resources as necessary.  Undertakes a complex task by breaking it down into manageable parts in a systematic, detailed way. Identifies the information needed to solve a problem effectively. Gets input from internal/external contacts who are closest to the problem.

Results Focused - Demonstrates concern for achieving or surpassing results against an internal or external standard of excellence, shows a passion for improving the delivery of services with a commitment to continuous improvement. Sets and maintains high performance standards for self and others that support organization’s strategic plan.

Education / Experience Requirements

·         High School Diploma required; Associates Degree in Business Administration, Marketing or related, preferred.

·         2 years of administrative, clerical or coordinator experience.

·         Strong organizational skills and the ability to prioritize multiple competing tasks seamlessly and with excellent attention to detail.

·         Proven ability to maintain confidentiality and manage sensitive data and information. 

·         Excellent interpersonal skills and the ability to build relationships with stakeholders, including all levels of management, staff, customers, and external partners.

·         Ability to exercise independent problem solving and decision making with a high degree of initiative and self-coordination

·         Able to adapt quickly and comfortably to shifts in priorities while maintaining the highest levels of client service and responsiveness.

·         Highly resourceful with the ability to be effective independently but also able to operate in a team environment.

·         High level of ethics, integrity and reliability with demonstrated ability to maintain composure under pressure.

·         Advanced computer skills in MS Office (Word, Excel, PowerPoint, Outlook), SharePoint and cloud based technology systems.

·         Capability to develop proficiency in additional software programs such as Adobe, Visio, and others as required.

Supervisory Responsibility

This position has no direct reports.