Coordinator - Administrative Services

Job Title: (Coordinator - Administrative Services)


About Kyyba:
Founded in 1998 and headquartered in Farmington Hills, MI, Kyyba has a global presence delivering high-quality resources and top-notch recruiting services, enabling businesses to effectively respond to organizational changes and technological advances.
At Kyyba, the overall well-being of our employees and their families is important to us. We are proud of our work culture which embodies our core values; incorporating value, passion, excellence, empowerment, and happiness, creates a vibrant and productive atmosphere. We empower our employees with the resources, incentives, and flexibility that they need to support a healthy, balanced, and fulfilling career by providing many valuable benefits and a balanced compensation structure combined with career development.


Job Description

Project Administration

• Create and maintain project records in project management and financial systems.

• Support project setup activities, including project funding and authorization documentation.

• Maintain project forecasts and spend status tracking reports

• Assist project teams with monthly forecasting and budget updates.

• Support project closeout activities and records retention requirements.

• Coordinate and maintain project documentation throughout the project lifecycle.
Financial and Cost Tracking

• Track project expenditures and maintain project forecasting spreadsheets.

• Download, compile, and distribute project spend reports.

• Update project financial reports using current spending and forecast information.

• Process cost transfers and other project-related financial transactions.

• Monitor project funding approvals and expenditures.

• Ensure project financial data remains accurate, current, and properly documented.
Procurement and Supplier Support

• Create and track purchase requisitions.

• Coordinate Service Entry Sheets (SES) and Goods Receipts (GR).

• Support invoice processing and supplier payment inquiries.

• Work with Procurement and Finance teams to resolve purchasing issues.

• Follow up with buyers regarding purchase orders and requisition status.

• Monitor approval workflows and help expedite required approvals when needed.
Systems and Reporting

• Maintain project information in SAP, Eco Sys, SharePoint, and other project management systems.

• Create and maintain project SharePoint sites and project folders.

• Generate project reports and provide administrative support to project teams.

• Ensure data accuracy across project controls, procurement, and financial systems.
Equipment Project Coordination

• Independently coordinate equipment-only capital projects from purchase through closeout.

• Track schedules, budgets, procurement activities, and project documentation.

• Communicate project status and provide support to stakeholders throughout execution.

• Identify project issues, risks, and required follow-up actions and proactively drive resolution.

Quals-
- • High School Diploma or equivalent.

• 2+ years of experience in project coordination, project administration, procurement, finance, construction administration, facilities management, or a related field.

• Proficiency in Microsoft Excel, Outlook, Word, and SharePoint.

• Strong attention to detail and commitment to data accuracy.

• Excellent written and verbal communication skills.

• Strong organizational skills with the ability to effectively prioritize competing assignments, adjust to changing business needs, and successfully manage multiple projects and deadlines simultaneously.

• Demonstrated ability to transition quickly between tasks while maintaining accuracy, organization, and attention to detail.

• Ability to work independently, manage workload with minimal supervision, and take ownership of…