Administrative Assistant-Project Manager

Job Title:

Administrative assistant to project manager

The Administrative assistant to project manager’s responsibilities includes monitoring project progress, following up with stakeholders on the completion or delay of project phases, scheduling meetings, and maintaining project documents and reports. This position is responsible for developing and monitoring operational and financial metrics throughout the region including standardization of workflows and billing procedures. The ideal candidate is organized, communicates clearly, and is eager to take ownership of key financial processes & committed to maintaining accurate financial records.

If you’re a quick learner with strong organizational skills and a proactive mindset, someone who can manage deadlines, solve problems independently, and contribute to a smooth process, we encourage you to apply.

• Track the status of field construction projects.
• Assist in project scheduling.
• Update tracking and communication tools (Smartsheet, Excel, performance metric charts, and tables).
• Monitor and facilitate programs to collect production in the field using mobile communication platforms.
• Validate proper work package submission for billing.
• Assist General Forepersons as necessary to resolve daily operational issues.
• Monitor and report on adherence to production reporting processes.
• Validate and submit reports to utility customers.
• Coordinate and review metrics for General Forepersons (GF) and Project Managers (PM).
• Prepare and submit weekly invoices for various types of unit and T&E work.
• Ensure invoices are delivered to customers promptly and follow up as needed to support timely payments. Ensure customer billing submission and processing within contractual guidelines.
• Maintain billing records in tracking sheets to confirm all work has been properly billed.
• Communicate with internal teams to gather necessary information and resolve any billing or payroll discrepancies.
• Review and process vendor invoices for accuracy and proper documentation.
• Distribute vendor invoices to the appropriate department to ensure timely and accurate payment in accordance with company policies and payment terms.
• Reconcile vendor statements and resolve any discrepancies or issues.
• Maintain organized records of all accounts payable transactions.
• Communicate with vendors and internal departments to address inquiries and ensure smooth payment processes.
• Performs other duties as required.

• Must be 18 years of age or older.
• Must have strong analytical skills.
• Effective verbal and written communication with all levels of internal organization and the customer, from field personnel to executive leadership.
• Intermediate to advanced skills with Microsoft Excel, including pivot tables and charts.
• Experience using Smartsheet is preferred but not required.
• Ability to collaborate effectively with colleagues, clients, and stakeholders.
• Ability to anticipate needs, be proactive, resourceful, and flexible in a fast-paced environment.
• Ability to analyze large volumes of data and perform metrics analysis.