Project Management Software Administrator – Power Systems Division

Job Type

Full-time

Description

Wheeler Machinery Co. is seeking a sharp, organized, and tech-curious Project Operations Admin to support the Special Projects team. This role is an opportunity to learn how large-scale construction and power-generation projects run behind the scenes—through various software platforms including Procore, Teams, Coda, Avid, and tightly aligned workflows between them.

The Administrator will assist with documentation, system maintenance, project tracking, closeout preparation, and general operational support across multiple active sites. This position is ideal for someone interested in project management and controls, construction operations, or construction technology.

This administrator must maintain appropriate access for all subcontractors and internal staff for multiple projects simultaneously, and at different stages of completion, as well as ensuring that all parties are submitting timely and accurate information. It is critical that the person in this role works well with both internal staff, and external contractors and customers.

Duties and Responsibilities

• Complete certifications for admin and project manager roles, and others as relevant using Procore and other relevant software platforms.
• Maintain and update project logs in Procore: Field Observations, Punchlist items, RFIs, and inspection acknowledgments.
• Run weekly summary reports (overdue items, upcoming due dates, recent changes).
• Upload and organize LPRs (Labor Productivity Reports) and Daily Log documentation.
• Monitor Teams channels for trailer security alerts or special inspection reports and log responses.
• Help manage shared project inboxes by routing misfiled emails to the correct project folders.
• Identify and tag emails referencing RFIs, Submittals, COs, invoices, or other required documentation.
• Assist in assembling project closeout packages, ensuring documents follow Wheeler’s naming, indexing, and archival standards.
• Support monthly project documentation archiving in Procore, Teams, and Extracts Pro.
• Convert and upload company purchase card (P-Card) receipts to standardized PDF format with correct naming conventions.
• Assist in coding P-Card receipts and preparing entries for Procore (final review performed by Operations).
• Gather and organize backup documentation for monthly financial reconciliation between Procore, Coda, and Avid.
• Assist with Teams channel audits to ensure tabs and setup match Wheeler standards; log issues for correction.
• Help spot-check the Procore Training Center for broken links or outdated screenshots.
• Verify Procore tool templates and permission templates against the approved standard and log inconsistencies.
• Support periodic user access spot checks by preparing permission lists and flagging mismatches.
• Update screenshots, instructions, and formatting across SOPs related to:
• RFIs, Observations, Punchlist
• Daily Logs, Timesheets
• Direct Costs, Subcontracts, POs
• Meetings, Change Orders, Change Events
• Invoicing and Shared Email workflows
• Ensure SOPs meet version, date, and formatting requirements established by Wheeler.
• Assist with uploading and linking SOPs to the Procore Training Center and Shared Resource Libraries.
• Prepare project status snapshots for the weekly coordination meeting (RFIs, Punchlist, Observations, Action Plans).
• Capture meeting notes, update action items, and revise trackers after meetings.
• Help identify examples of outstanding Procore usage for weekly recognition.
• Implement SMART goals and individual learning, training, and development plans each year.
• Contribute to company’s industry-leading safety culture and track record through various activities including daily use of TRACK cards, periodic safety audits, creation of safety training materials, and so forth.
• Perform other duties as assigned.

Qualifications

• Unwavering commitment to safety and track record following safe work practices.
• High school diploma; Some college/technical vocational training or equivalent experience
• Procore certification complete for both “Project Manager” and “Admin” roles. Commitment to maintain and increase that training as needed.
• Superb organizational skill—with the ability to manage schedules and ensure critical path items are completed on time, as well as within budget.
• Process-oriented, operational expertise and passion to find and fix bottlenecks and systematize that learning to drive continuous improvement.
• Excellent communication skill---especially writing, including:
• the ability to simplify the description of complex tasks and systems to the understanding of a wide audience with varying degrees of knowledge and expertise, 
• the skill to provide context to tasks and requests so each person working understands how their piece fits into the greater system.
• the discipline to ensure thorough, timely and clear documentation is created, maintained, and shared appropriately.
• Team builder – people need to respect you and like to work with you; ensure coworkers, subcontractors and other 3rd parties are adhering to company standards and expectations.

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c). 

Wheeler Machinery - Project Management Software Administrator – Power Systems Division