Project Support Specialist

The Project Support Specialist provides administrative and operational support to Project Management, Customer Service, and Shipping functions at PTMW. This position is responsible for coordinating shipments, maintaining project and scheduling records, supporting invoicing activities, and serving as a key point of contact for customer communications. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

Shipping and Logistics

• Coordinate and schedule truck shipments and crane bookings for miscellaneous and rail projects.
• Prepare and issue Bills of Lading and other shipping documentation.
• Support shipment tracking and delivery coordination as required.

Invoicing and Financial Support

• Prepare and process weekly invoices for miscellaneous and rail projects.
• Review, verify, and code UPS invoices for payment processing.
• Maintain daily receipts reports and monitor projections versus actual results.
• Assist with recordkeeping and reporting activities related to project revenue and shipments.

Customer Service Support

• Respond promptly and professionally to customer emails and inquiries.
• Answer incoming phone calls directed to Project Support and route requests as appropriate.
• Provide customers with updates regarding order status, shipment schedules, and project information.

Reporting and Administrative Support

• Maintain project records and reports to ensure accuracy and accessibility.
• Perform weekly backups of schedules and reports.
• Generate, update, and distribute reports as required.
• Support continuous improvement efforts by identifying opportunities to improve administrative processes and data accuracy.

Education and Experience

• High school diploma or equivalent required
• Minimum of 2 years of administrative, customer service, project support, or manufacturing support experience preferred.
• Experience in a manufacturing, transportation, rail, or project-based environment is always a plus.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong customer service orientation and problem-solving skills.
• Ability to work independently and collaboratively across departments.
• Experience with ERP systems and shipping documentation preferred.