Project Manager, Office Administrator​/ Coordinator

JOB DESCRIPTION

The Distribution PMO Project Manager I, supports distribution capital and operational work through project coordination, process support, and administrative support. This role helps move work forward through project setup, contractor onboarding, document control, vendor coordination, procurement and invoicing support, and continuous improvement activities. The position helps ensure work is completed safely, efficiently, and in alignment with company policies, regulatory requirements, financial controls, and established business processes.

This position coordinates work across multiple work streams, maintains accurate project records, supports internal and external stakeholders, and contributes to process consistency and continuous improvement across the project lifecycle. Success in this role requires strong communication, organization, and critical thinking, along with the ability to adapt quickly, collaborate effectively, and manage competing priorities in a fast-paced, cross-functional environment.

Project Coordination and Documentation

• Execute the project initiation process, including tasking, project setup, planning support, and routing for financial approvals.
• Create and maintain project folders for vendor assignments, ensuring consistent structure and document naming conventions for approval documentation.
• Generate Google Earth KMZ files to support project mapping and field execution needs.
• Manage SharePoint permissions, folder access, and document organization to support project teams.
• Support reconciliation activities by verifying project data, documentation completeness, and financial alignment.
• Assist with work packet preparation and verification in coordination with internal teams.

Vendor and Contractor Support

• Onboard new contractors, including coordinating access, training requirements, and initial setup activities.
• Troubleshoot basic system and access issues for contractors, including SharePoint, SAP, and related permissions.
• Manage vendor training requirements to ensure compliance with company and regulatory standards.
• Initiate project assignments for vendors and confirm required materials and documentation are available.

Operational and Administrative Support

• Process purchase requisitions (PRs), purchase orders (POs), and SES invoicing in SAP, ensuring accuracy and timely approvals.
• Order materials and other supplies needed to support project execution.
• Maintain accurate records to support audits, compliance requirements, and reporting needs.
• Assist with reporting by documenting, updating, and communicating procedural differences or workflow options as needed.

Business Processes and Continuous Improvement

• Follow established project management and operational processes while identifying opportunities to improve efficiency, consistency, and overall process effectiveness.
• Support efforts to streamline workflows, enhance documentation quality, and improve the experience of contractors and internal teams.
• Participate in safety-focused activities, including documentation support for audits or incident reviews, as needed.

Relationship Management

• Build effective working relationships with internal and external teams, vendors, and contractors to support successful project coordination and execution.
• Provide responsive communication and follow-through to ensure stakeholders receive accurate and timely information.
• Collaborate with cross-functional groups to resolve issues, clarify requirements, and maintain alignment on program and project expectations.

• Minimum of three years of work experience in operations, technology, finance, project coordination, or a comparable function; utility industry experience preferred.
• Associate's degree in engineering, construction, business, information technology, or a related field, or an equivalent combination of education and experience.
• One to three years of experience in project coordination, project management support, process improvement, or a related area; formal project management training preferred.
• Demonstrated ability to work effectively with and support cross-functional teams.
• Strong written and verbal…