Project Administrator

Project Administrator - Detailed Job Description

Position Title: Project Administrator
Reports To: Senior Project Manager
Department: Operations
Effective Date: [Insert Date]

Position Summary

The Project Administrator plays a vital role in supporting project teams by managing the organizational and clerical aspects of project processes. This includes handling data entry, document control, and ensuring compliance with project standards. The ideal candidate will ensure the smooth functioning of administrative tasks that are critical to project efficiency and order.

Key Responsibilities

1. Data Entry:
• Enter demands and sales orders accurately into the Epicor ERP system for multiple accounts and customers.
• Ensure timely and precise processing of all data.
2. Order Processing:
• Understand and demonstrate working knowledge of the company's ordering processes.
• Process client orders promptly to maintain project schedules.
3. Reporting:
• Generate routine reports on project data, including sales orders, demands, and inventory status.
• Provide these reports to the Project Management team for operational insights.
4. Shipment Tracking:
• Retrieve and compile shipment tracking information.
• Share relevant tracking details with the Project Management team in a timely manner.
5. Documentation:
• Maintain and update internal records related to orders and projects.
• Ensure all data points are recorded systematically and are accessible.
6. Communication:
• Share essential data and reports with the project team to support project execution.
• Provide timely updates to enhance project visibility and progress tracking.
7. Support:
• Assist the Senior Project Manager and Director of Project Management with data-related tasks, reporting, and other support needs.
8. Systems Utilization:
• Use the Epicor ERP system for data entry, order processing, and report generation.
• Leverage advanced Excel skills for data analysis, pivot tables, and charting.
9. Meeting Participation:
• Attend weekly internal calls with the Project Team to review project entry status.
10. Miscellaneous Tasks:
• Perform other related duties as assigned by management.

Supervisory Responsibility

This position does not include direct reports.

Position Requirements

• Technical Skills:
• Expert proficiency in Microsoft Excel (pivot tables, VLOOKUPs, data analysis, charting, etc.).
• High-level proficiency in Microsoft Word, Outlook, and other standard office software.
• Experience with data entry in an ERP system; Epicor experience is a strong advantage.
• Core Competencies:
• Strong attention to detail and data accuracy.
• Ability to manage multiple tasks efficiently while maintaining independence.
• Strong organizational and time management skills.
• Adaptability to evolving project requirements and quick learning capabilities.

Required Education and Experience

• Bachelors degree in a related field (Commerce, Science, Engineering, or equivalent).
• Minimum of 2 years of experience in data entry or clerical tasks.
• Hands-on experience with ERP systems (Epicor preferred).
• Strong communication skills and ability to collaborate with internal teams.

Other Job Requirements

• Flexible work schedules based on business needs.
• Physical ability to sit, stand, and walk for extended periods.
• Ability to lift and carry materials up to 25 lbs.
• Must have a valid driver’s license.
• Proficiency in operating a computer and other office equipment.