Project Administrator

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics

The Project Administrator’s primary responsibility is to partner with Project Managers on all project related documentation and billing to be kept current. This includes project information accuracy in all systems that display to the organization. The Project Administrator works alongside each Project Management team (including Senior Project Manager, Project Manager, Associate Project Managers, Project Designers, Estimators and Bid Managers) to generate project related documents including payment schedules, payment applications and Invoices.

Responsibilities & Expectations

• Initiates set up of projects, folders and job structure
• Creates project payment schedules and manages billing for all designated projects, ensuring the payment schedules are accurate and current
• Maintains project revenue valuation breakdowns on projects
• Understands billing requirements for each project and can support the Project Managers in gathering information and submitting required documents
• Reviews and understands the extents of current contracts and can answer related questions
• Collaborates with the management of customer project portals and information
• Follows up on Accounts Receivable collections and works with customers to get payments arranged
• Ensures all System project information is accurate and current as related to revenue
• Run reports and be able to interpret documents down to detailed information on revenue and cost breakdown
• Understands and calculates tax to be charged on projects during invoicing
• Fills a connection between Project Management and the Finance or Legal teams
• Collaborates effectively with all members of other functional areas of the organization
• Supports other project or organizational tasks, as assigned
• To perform this position successfully, each essential responsibility/accountability must be fulfilled satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the responsibilities and accountabilities outlined above.
  
  

Required Qualifications

• Experience in project coordination, administration or a related field
• Strong knowledge of business and manufacturing process
• Excellent verbal and written communication skills
• Strong analytical and problem-solving abilities to assist with project planning
• Strong leadership skills along with a strong sense of urgency
• Critical thinking skills and the ability to think tactically and strategically
• Ability to read and understand contractual content
• Proficiency in Microsoft Office Applications: Word, Outlook, and Excel
  
  

Education

Required: HS Diploma

Preferred: Associates or Bachelor's Degree

Preferred Qualifications

• Understanding ERP systems (e.g. SAP, Epicor)
• Understanding of billing terms
  
  

Working Conditions And Physical Effort

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to reach with hands and arms and talk or hear.
• Specific vision abilities required by this job include close vision, color vision, and peripheral vision.
• The employee regularly operates a computer, including typing, using a mouse or keyboard, and viewing the screen for extended periods.
• While the role does not require regular lifting or physical exertion, there may be occasional onboarding programs or training opportunities that create opportunities for more exposure to physical tasks or new environments (sites, venues, etc.)
  
  

TAIT Benefits

• Competitive medical, dental, and vision insurance plans
• Health Savings Account (HSA) with employer contributions (HDHP plans)
• Flexible Spending Accounts (Medical & Dependent Care)
• Employer-paid life insurance with optional supplemental coverage
• Employer-paid Short-term with optional long-term disability insurance
• 401(k) retirement plan with company match
• Paid parental leave
• Employee Assistance Program (EAP)
• Wellness stipends
• Voluntary benefits (e.g., accident, critical illness)
• Paid vacation and 12 holidays
  
  

The company is committed to providing reasonable accommodation for individuals with physical limitations or disabilities. If there are specific physical needs related to lifting, walking, or any other task, candidates are encouraged to discuss their requirements during the hiring process. The organization will make every effort to accommodate these needs to ensure equal opportunities for all employees.

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.