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Project Operations Administrator

Position Purpose:

To efficiently manage logistics and travel for projects, serve as the primary point of contact for incoming calls and inquiries, and oversee vendor relationships.

Key Responsibilities:

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.

3. Planning

  • 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.

Experience:

Experience with Microsoft Office
Strong vendor management skills
Proficiency in managing multiline phone systems
Previous administrative experience

Skills:

  • 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.

Author Nicole Whelan

Nicole is an experienced Marketing Coordinator at Allsite. Nicole is responsible for creating exciting content, social media and often travels to site. Read more about our team here: https://allsitestructures.com/about/

More posts by Nicole Whelan

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