Project Administrator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Engage extensively with Excel to organize, manipulate, review, and maintain product and project information.

• Transform supplier and manufacturer schedules into Excel spreadsheets, preparing and formatting data for precise import into company systems.

• Input door hardware schedules and revisions into applicable systems, ensuring accuracy in product codes, quantities, and other details.

• Examine and cross-verify large datasets, identifying discrepancies and rectifying errors prior to project delivery.

• Provide administrative assistance to two Project Managers throughout the project delivery lifecycle.

• Create and manage electronic project files, records, specifications, drawings, approvals, and variations.

• Keep organized filing systems and ensure project documentation is precise, accessible, and current.

• Monitor project call-up dates and assist in ensuring orders are placed according to project specifications and delivery schedules.

• Generate delivery dockets, packing paperwork, labels, and other necessary documents.

• Leverage technology and AI when appropriate to enhance administrative efficiency and information management.

• Aid in preparing purchase orders using supplier quotations and pricing data.

• Review supplier details, pricing, and product availability to facilitate procurement and project planning.

• Assist in stock allocation to projects and create picking slips for the warehouse team.

• Track order statuses and follow up on pending deliveries.

• Maintain precise project inventory and product records.

• Assist with warranty claims, product returns, and related documentation.

• Cross-verify quotes, product records, delivery details, and invoices.

• Prepare accurate and timely invoicing and delivery documentation.

• Identify discrepancies in quantities, pricing, or supplied products and escalate issues for resolution.

• Support customer project updates and related email communications.

• Collaborate with Project Managers and the broader team to keep projects organized and advancing.

• Take responsibility for recurring administrative tasks and execute them accurately.

• Enhance processes, work efficiently, and avert recurring errors.

• Acquire knowledge of the company's products, systems, and procedures, with opportunities to evolve into quoting and estimating duties.

⛳️ Requirements

• Over 4 years of experience in administration, project support, or a similar capacity.

• Proficiency in Excel, including data manipulation, basic formulas such as SUM, filtering, and preparing information for import.

• Advanced Excel capabilities and familiarity with macros are highly regarded.

• Exceptional attention to detail when managing product codes, quantities, pricing, and project documentation.

• Strong numerical and analytical skills, with confidence in working with numbers and large datasets.

• Good computer skills, including proficiency in Microsoft Office and the ability to swiftly learn new software and systems.

• Robust organizational and time-management skills, capable of managing multiple tasks, maintaining accurate records, and meeting deadlines.

• A proactive and solution-focused mindset, with the capacity to take ownership of tasks, investigate discrepancies, and identify process improvement opportunities.

• Clear written and verbal communication skills, with the ability to collaborate remotely and follow up on outstanding information.

• An eagerness to learn about new products, technical details, and business processes.

• Experience in construction, contract administration, project coordination, building products, manufacturing, locksmithing, or a related industry is advantageous.

• Familiarity with architectural door hardware, product catalogs, inventory records, or hardware schedules and specifications is a plus.

• Ability to read and interpret construction documents, including floor plans, door schedules, drawings, and product specifications is beneficial.

• Experience using Simpro, ProMaster Hardware, or similar project management, inventory, or operational systems is advantageous.

• Experience in procurement administration, purchase orders, supplier quotations, delivery coordination, or stock allocation is beneficial.

• Experience verifying invoices against quotes, purchase orders, delivery records, or goods supplied is advantageous.

• Exposure to project quotations, estimating, or coordinating materials for construction projects is beneficial.

• Experience utilizing AI tools or other technology to enhance administrative workflows and manage information effectively is a plus.

🏝️ Benefits

• Excellent opportunities for career advancement.

• Chance to work in a fantastic environment.

• 100% remote work.

• Full-time independent contractor arrangement.