Project Operations Administrator
To efficiently manage logistics and travel for projects, serve as the primary point of contact for incoming calls and inquiries, and oversee vendor relationships.
1. Administrative Support & Reception
- Professionally answer incoming calls and direct them to the appropriate team members.
- Provide general administrative support, including document printing and compilation.
- Arrange and book accommodation and travel for Tech Reps as directed by the Project Manager.
- Troubleshoot and resolve travel and accommodation issues.
2. Vendors & Purchasing
- Order consumables, standard, and specialty inventory items for projects under the Project Manager’s guidance.
- Obtain quotes for non-standard orders for approval.
- Manage logistics related to project equipment and tool shipping.
- Qualify and establish relationships with vendors.
- Coordinate project-related travel accommodations.
- Negotiate pricing with vendors.
- Assist with equipment rental and scheduling.
- Submit basic requests for engineering timing and quotes.
- Assist the project team with client liaison and project administration as needed.
- Coordinate supplier quotes and orders.
- Ensure required information is obtained or shared with clients.
- Provide administrative assistance for project documentation preparation and distribution.
- Coordinate project meetings and take notes if requested.
- Assist with project document control and liaise with legal and insurance providers.
4. Team & Quality
- Communicate professionally and transparently.
- Seek to understand and meet customer expectations.
- Act on feedback and demonstrate improvement.
- Report concerns or misconduct to HR or Senior Management.
- Proactively identify areas for improvement.
- Follow company values, policies, and procedures.
- Multitasking ability.
- Troubleshooting and a sense of urgency.
- Focus under pressure.
- Resilience and a positive attitude.
- Strong and professional communication.
- Willingness to pitch in and help the team.
- A common-sense approach to work.
- Proactive and ownership-oriented.
- Passionate and committed.
- Personal attributes: patience, diplomacy, and respect.
- Reliability and consistent attendance.
Want more information about this role?
If you’re interested in applying, please send us your resume and/or portfolio.