Program Administrator

Job Summary & Accountabilities

Join Vertiv as a Program Administrator and become a vital part of delivering complex, high‑impact infrastructure projects. In this role you’ll support Program Managers by coordinating project systems, managing data and reporting, and ensuring seamless communication across teams, stakeholders, and clients. If you’re highly organized, detail‑oriented, and thrive in a fast‑paced, collaborative environment, this is your opportunity to help drive project success at a global technology leader.

• Support the Program Manager with ad‑hoc requests/issues requiring sales order management.
• Support the Program Manager with ad‑hoc requests/issues requiring Smartsheet Administration/Configuration.
• Set up Procore or other designated project management and collaboration system for each project.
• Perform data analysis to ensure system information concur with real manufacturing progress.
• Prepare, design, update, and communicate project reports including sourcing up‑to‑date financial KPI information.
• Record project or site change orders and ensure the actions are allocated, communicated, and reviewed progressively.
• Establish and manage coordinated processes for recording manufacturing progress to ensure accurate invoice and revenue recognition.
• Establish effective communication routes with key project reps, Vertiv executives and customer representatives to identify information that is at variance to our plan; report such information to the Program Manager for resolution/escalation.
• Support the Program Manager in developing a data center standard project life cycle and process for future projects.
• Act as a support for Program Managers to identify key project information, records, and procedures.
• Ensure that project records are uploaded to the project intranet and designated project management system to maintain good practice.
• Highlight areas where records are not up to standard.
• Maintain and communicate a regular holiday tracker for the project team, key client representatives and Vertiv executives to support effective planning and coordination of resources.
• Maintain the workflows and ensure they are followed where documentation is issued between internal Vertiv departments.
• Coordinate Project Finance meetings by arranging meetings and liaising with attendees to ensure presence, advise of meeting clashes, and enable resolution.
• Track cost, budget, and revenue for original, current and forecast evaluation on assigned Infrastructure Solutions Projects.
• Identify and fix sales orders accounting issues.

• Support projects in chasing information from managers required for progress reports.
• Maintain confidentiality on commercial information, cost status and reports issued to senior managers that are not shared outside the project level.

• Site implementation managers, Program Managers, visiting clients and third parties, Vertiv executives, and other department’s document controllers.

• Up to 10% business trips.

• Bachelor’s degree in business, finance, project management or equivalent experience.
• Minimum of 5 years of experience in project, manufacturing, or construction management.
• Demonstrate ability to plan, set priorities, organize and coordinate work with others.
• Build good relationships.
• Be persuasive, assertive, and demonstrate diplomacy and tact.
• Show professionalism (e.g., cooperation, courtesy, assertiveness, and non‑defensiveness, acceptance of constructive criticism, and maintaining confidences).
• Demonstrate good customer relation skills by providing prompt personalized service.
• Effectively handle stressful situations (resolving conflicts and meeting deadlines).
• Be able to prioritize and be flexible to meet deadlines for reporting.
• Have an approach that simplifies procedures.

• An administration qualification would be an advantage; the ability to demonstrate previous experience in a similar position is the minimum requirement.
• Advance knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint internet‑based principles.
• Smartsheet and Power BI knowledge is a bonus.
• ERP and/or…