Project Administrator

Position Summary

We are seeking a motivated self-starter for a project administrator position in our company. You will be responsible for, among other things, issuing purchase orders to support project procurement, maintaining, updating, and communicating purchase order issues, vendor problems, and PO tracking, along with managing multiple purchase orders at same time, monitoring progress, and communicating to the project team, as well as ensuring proper goods receipt information is shared.

The project administrator will work directly with the project manager to assist with issuing purchase orders, reporting issues with vendors or orders, facilitating mitigations to vendor/product issues, communicating with vendors and internal departments as required. You will work closely with the project team, so strong communications skills are a must. Your mission is to help the project procure necessary materials and equipment to enable the project team to deliver on time and within budget.

Core Responsibilities and Tasks

• Liaise effectively with suppliers and manufacturers, as well as internal departments and customers, to deliver excellent customer service, answer customer (internal and external) and supplier inquiries within a reasonable timeframe.
• Responsible for communicating with project managers for supplies and budget guidelines, and confirmation of order quantity, pricing, and availability.
• Responsible for the accurate creation of purchase orders and communication of orders to vendors and internal departments.
• Responsible for confirming expected delivery dates with vendors and communicating information to internal departments and customers, as well as tracking delivery of orders.
• Responsible for confirming physical receipt of orders to appropriate parties and obtaining packing slips or other delivery notification as well as mitigating and correcting misdirected orders from vendors to internal departments and/or customer.
• Responsible for prompt communication of physical receipt of orders to Good Receiving team to ensure proper accounts payable actions.
• Responsible for carrying out duties in a manner that establishes and maintains strong and trusting relationships with suppliers.
• Responsible for working with collaboratively with other teams on invoice problem resolution.
• Will administer returns processing/credits as required.
• Will ensure audit compliance and order accuracy and undertake periodic SAP system clean up.
• Will work with accounts payable for new vendor set-up.
• Responsible for completing all activities in full compliance with company procedures for Health & Safety and Environmental requirements. Cooperates with managers and other employees to help everyone stay safe. Takes immediate action where deficiencies are identified to prevent harm to self and others.

Organization Impact:

• Support the procurement of materials necessary to support internal departments/external customers
• Assist in meeting project/customer requirements and keeping track of project/customer purchase orders
• Margin attainment
• Customer satisfaction

Position Requirements

FORMAL EDUCATION: (GENERALLY, IF RELEVANT EXPERIENCE IS ACCEPTABLE, THE CANDIDATE MUST HAVE THREE YEARS OF WORK EXPERIENCE FOR EVERY ONE YEAR OF COLLEGE EDUCATION REQUIRED)

Required: HS diploma or equivalent

KNOWLEDGE & EXPERIENCE:
Required:

• Candid and timely communication
• Organized
• Self-driven, self-managed
• Comfortable with calling vendors and internal departments
• Detail oriented
• Proficient with ERP system
• Advanced understanding of MS Office (Project, Word, Excel)
• Forward thinking
• Professional behavior
• Basic business acumen
• Past experience required in procurement, managing direct vendor relationships, issuing and tracking purchase orders, working in ERP system – preferably SAP

LOCATION:  Job is based at Kenilworth, New Jersey office. Hybrid work is allowed pursuant to manager approval.

Additional Details

TRAVEL REQUIREMENTS: 10%

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