What are the responsibilities and job description for the Program Administrator position at Vertiv?
Job Description
JOB SUMMARY & ACCOUNTABILITIES:
The Program Administrator will coordinate, manage, administer, and execute relevant customer documentation for Vertiv projects. The role will also support the Program Managers transacting and reporting project’s financial indicators, such as cost, revenue, budget, margin, billing, and collection. A major part of the role will be Oracle Order Management, expenditure tracking, coordinating, and communicating key information for reports and updates.
Essential Functions
OUR CORE PRINCIPALS: Safety. Integrity. Respect. Teamwork. Diversity & Inclusion.
OUR STRATEGIC PRIORITIES
Vertiv is an Equal Opportunity/Affirmative Action employer. We promote equal opportunities for all with respect to hiring, terms of employment, mobility, training, compensation, and occupational health, without discrimination as to age, race, color, religion, creed, sex, pregnancy status (including childbirth, breastfeeding, or related medical conditions), marital status, sexual orientation, gender identity / expression (including transgender status or sexual stereotypes), genetic information, citizenship status, national origin, protected veteran status, political affiliation, or disability. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by sending an email to help.join@vertivco.com . If you are interested in applying or learning more about this role, please visit the company’s career page located on Vertiv.com/Careers
Work Authorization
No calls or agencies please. Vertiv will only employ those who are legally authorized to work in the United States. This is not a position for which sponsorship will be provided. Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.
About The Team
Work Authorization
No calls or agencies please. Vertiv will only employ those who are legally authorized to work in the United States. This is not a position for which sponsorship will be provided. Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.
Equal Opportunity Employer
We promote equal opportunities for all with respect to hiring, terms of employment, mobility, training, compensation, and occupational health, without discrimination as to age, race, color, religion, creed, sex, pregnancy status (including childbirth, breastfeeding, or related medical conditions), marital status, sexual orientation, gender identity / expression (including transgender status or sexual stereotypes), genetic information, citizenship status, national origin, protected veteran status, political affiliation, or disability.
JOB SUMMARY & ACCOUNTABILITIES:
The Program Administrator will coordinate, manage, administer, and execute relevant customer documentation for Vertiv projects. The role will also support the Program Managers transacting and reporting project’s financial indicators, such as cost, revenue, budget, margin, billing, and collection. A major part of the role will be Oracle Order Management, expenditure tracking, coordinating, and communicating key information for reports and updates.
Essential Functions
- Support the Program Manager as required on ad-hoc requests/issues requiring sales order management.
- Support the Program Manager as required on ad-hoc requests/issues requiring Smartsheet Administration/Configuration.
- Setting up Procore or other designated project management and collaboration system for each project.
- Data Analysis to ensure System information concur with real Manufacturing progress.
- Support the Program Manager in the preparation, design updating and communication of project reports including sourcing up to date Financial KPI information.
- Where required, record project or site change orders held for the project team and ensure the actions are allocated, communicated, and reviewed on a progressive basis.
- Establish and manage coordinated process for recording manufacturing progress to ensure accurate invoice and revenue recognition.
- Establish effective communication routes with key project reps, Vertiv executives and customer representatives to identify information that is at variance to our plan. Report such information to the Program Manager for resolution/escalation.
- Support the Program Manager in developing a data centre standard project life cycle and process for use on future projects.
- Act as a support for Program Managers to identify key project information/records/procedures.
- Ensure that project records are uploaded to the project intranet and designated project management system to ensure good practice is maintained.
- Highlight areas where records are not up to standard.
- Maintain & communicate a regular holiday tracker for the project team, key client representatives and Vertiv executives to support effective planning and coordination of resources.
- Maintaining the workflows and ensuring they are followed where documentation is issued between internal Vertiv departments.
- Coordinate Project Finance based meetings by coordinating meetings and liaising with attendees to ensure presence, advise of meeting clashes to enable resolution.
- Track Cost, Budget, and Revenue for Original, Current and Forecast evaluation on assigned Infrastructure Solutions Projects.
- Identify and Fix Sales Orders Accounting issues.
- Support projects in chasing information from managers required for progress reports.
- Complete confidentiality on commercial information, cost status and reports issued to senior managers that are not shared outside project level.
- Site implementation managers, Program Managers, visiting clients and 3'd parties and Vertiv Executives, other Department’s Document controllers.
- Valid Driver's License required
- Up to 10% business trips
- Bachelor’s degree in business, Financial or Project Management.
- Minimum number of 2 years of experience in project, manufacturing, or construction management.
- Demonstrates ability to plan, set priorities, organizes and coordinates work with others.
- Builds good relationships.
- Is persuasive, assertive, demonstrates diplomacy and tact.
- Demonstrates professionalism (e.g., cooperation, courtesy, assertiveness, and non-defensiveness, accepting constructive criticism, and maintaining confidences).
- Demonstrates good customer relation skills by providing prompt personalized service.
- Effectively handles stressful situations (resolving conflicts and meeting deadlines).
- An ability to prioritize and be flexible to meet deadlines for reporting.
- An approach that simplifies procedures.
- An administration qualification would be an advantage, however the ability to demonstrate previous experience in a similar position will be the minimum requirement.
- Advance knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint internet-based principles.
- Smartsheet and PoweBI knowledge is a bonus.
- ERP and/or CRM experience is a bonus.
- Support to Program Managers by documenting data on projects
- Track and record of communication on projects
- Production/administration of reports to agreed milestones
- Creation and maintenance comprehensive project documentation
- Management and archiving of key documents to a designated system
- Coordination of information requirements
OUR CORE PRINCIPALS: Safety. Integrity. Respect. Teamwork. Diversity & Inclusion.
OUR STRATEGIC PRIORITIES
- Customer Focus
- Operational Excellence
- High-Performance Culture
- Innovation
- Financial Strength
- Own It
- Act With Urgency
- Foster a Customer-First Mindset
- Think Big and Execute
- Lead by Example
- Drive Continuous Improvement
- Learn and Seek Out Development
- Promote Transparent & Open Communication
Vertiv is an Equal Opportunity/Affirmative Action employer. We promote equal opportunities for all with respect to hiring, terms of employment, mobility, training, compensation, and occupational health, without discrimination as to age, race, color, religion, creed, sex, pregnancy status (including childbirth, breastfeeding, or related medical conditions), marital status, sexual orientation, gender identity / expression (including transgender status or sexual stereotypes), genetic information, citizenship status, national origin, protected veteran status, political affiliation, or disability. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by sending an email to help.join@vertivco.com . If you are interested in applying or learning more about this role, please visit the company’s career page located on Vertiv.com/Careers
Work Authorization
No calls or agencies please. Vertiv will only employ those who are legally authorized to work in the United States. This is not a position for which sponsorship will be provided. Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.
About The Team
Work Authorization
No calls or agencies please. Vertiv will only employ those who are legally authorized to work in the United States. This is not a position for which sponsorship will be provided. Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.
Equal Opportunity Employer
We promote equal opportunities for all with respect to hiring, terms of employment, mobility, training, compensation, and occupational health, without discrimination as to age, race, color, religion, creed, sex, pregnancy status (including childbirth, breastfeeding, or related medical conditions), marital status, sexual orientation, gender identity / expression (including transgender status or sexual stereotypes), genetic information, citizenship status, national origin, protected veteran status, political affiliation, or disability.