Project Administrator

The purpose of the Project Administrator position will be responsible to support PM's in their daily activities from office when they're onsite.

Responsibilities:

• Support PM’s in daily activities from office when PM’s onsite
• Support National PM
• Maintain open and frequent communication with the Project Manager to ensure priorities are set and expectations are clear; and Undertake any ad-hoc tasks as directed by the Project Manager
• Project closing – assist in chasing suppliers/contractors for PO’s and receipting in system to allow finance to close projects to achieve forecasted targets
• Assist sales op’s with project tasks to ensure forecast targets are achieved
• Assist finance with project queries/system issues
• Assist credit with project queries/system issue
• Compile project Installation & Operation manuals
• Follow-up outstanding internal & external stakeholders
• Knowledge of document control systems(Aconex etc), able to assist PM’s with doc uploads, returns & filing
• Assist with backfill/coverage when PM’s on leave
• Assist PM’s with Project invoicing requests
• Assist PM’s with Project revenue requests
• Assist PM’s with Month end activities
• Assist with project revenue forecast updates, able instruct supply chain on date changes in timely manner
• Full access to oracle to review information and perform any necessary tasks
• Central point of contact for General PM team internal and external queries
• Assist with Reviewing & monitoring internal & external suppliers/factories to ensure project key milestones are met
• Raise credit/debit requests on behalf of PM team
• Arrange meetings, including sending meeting agendas, meeting minutes, invitee lists, booking rooms and occasional catering
• Record, register, control and maintain all documentation required for the Project Team
• Retrieve necessary information (e.g. customer/team documents, requirements, deliverables, etc);
• Record, register, control and maintain all documentation required for the Project Team;
• Update National contract monthly reports and present updates to customer in weekly meetings

Attributes/Profile

• Well-developed interpersonal and communication skills with the ability to interact effectively with a range of personnel within Vertiv National team, sub-contractors/suppliers and customers
• Competent oral and written communication skills including ability to support the development of reports and submissions using excel/word & Microsoft project
• Proven ability to work well under pressure
• Proven initiative with ability to prioritise works based upon importance/urgency
• Self-starter
• Experience with Oracle or similar system
• Previous experience working in projects & team of PM’s

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