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Admin Assistant – Project Management

Admin Assistant – Project Management

Summary:

Responsible for providing administrative support for the Project Management (PM) team including communicating daily with the PM group, customers, vendors, and subcontractor.  Will also work on specific projects related to the quoting and installation of Formetco’s Products. When hired, will need to be in office for training. After training, may work a hybrid remote schedule (3 days in office, 2 days remote).

Job Duties/Responsibilities:

  • Schedule the meetings between the PM and the installation tech. Create packets for the techs to include the installation check list, project drawings, schedule, and key contacts.
  • Assist PMs with managing special administrative projects related to product upgrades and special product installations. 
  • Arrange utility location services, soil testing, etc.
  • Serve as point of contact for the PM to call when they are traveling to handle tasks needed.
  • Attend all meetings to take questions or share information if the PM cannot attend due to their travel schedule.
  • Create shipping requests 
  • Coordinate scheduling Field Technician requests. 
  • Set up new Subcontractors in CRM.
  • Track insurance certificates of subcontractors to ensure they are current.
  • Coordinate the hand off between a completed job and Customer Success Department.
  • Manage the Artwork oversite (artwork received, approved, ordered, delivery and completed).
  • Request Purchasing Orders (POs).
  • Close out sales orders in Project Manager software.
  • Manage data in public folder.
  • Follow up on phone calls.
  • Track and manage calendar of all vendor and date changes.
  • Follow up with outside product delivery, such as ad panels, structures, and audio.
  • Perform other duties as required.

Education/Experience/Skills:

  • High school diploma or equivalent
  • Proficient with MS Office, heavy use of Excel and Microsoft Dynamics 365 CRM
  • Previous related experience in logistics
  • Excellent verbal and written communication skills
  • Ability to multitask and organize several different activities at the same time 

Must complete a pre-employment drug test and a background check.

Formetco is a DrugFree Workplace.

Formetco is an Equal Opportunity Employer.

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