Project Management Office Administrator

Responsibilities

• Works with Project Management and project managers to capture, review, format, organize and maintain project documents relating to each order.
• Tracks project documents from creation through approval to completion; processes and creates end‑of‑project documentation.
• Supports procurement function issuing and following up purchase order as well as ensuring the purchasing flows.
• Supports and/or sets up and maintains document control using Excel spreadsheets to track projects.
• Formats document control‑related documentation and prepares drawing and document transmittals.
• Monitors approval status of each project.
• Elevates visibility to document status by providing continuous updates via reporting tools and documentation (dashboards).
• Creates end‑of‑project final documentation (MDRs) for the company and the customer.
• Performs supplier procurement and receipt activities for aftermarket parts – issue and receive purchase orders through invoicing, including ERP transactions.
• Enters orders and coordinates trade finance instruments, for example bank guarantees.
• Works with the project managers to issue the billing cycles based on the major milestones have achieved.
• Ensures the projects maintain positive cash flow.

• 3+ years of experience in Project Management Office (PMO) Administrator, Project coordination, Project Administration or Administrative Support for Project Managers or cross‑functional teams
• Associate or Bachelor’s degree in Business, Project Management, or a related field preferred
• Proficiency in Microsoft Access, Excel (tracking, reporting), Word, SharePoint required.
• Microsoft Power Automate experience preferred.
• Prior experience using an ERP system, such as Epicor and Microsoft Dynamics preferred.
• Prior experience using Salesforce
• Experience in Supporting multiple Project Managers, tracking schedules, action items, risks, and deliverables, and preparing reports, dashboards, or status updates
• Excellent organization, prioritization, and communication skills
• Ability to work in a fast ‑ paced, high ‑ volume environment
• Certified Associate in Project Management (CAPM) Nice to Have, Not Required.

• project management
• document control
• procurement
• reporting
• tracking
• billing cycles
• cash flow management
• ERP transactions
• drawing and document transmittals
• final documentation

• organization
• prioritization
• communication
• ability to work in fast‑paced environment

• Certified Associate in Project Management (CAPM)