Project Assistant
About Position
The Project Assistant plays an active data entry and administrative role working with cross functional teams, sales/accounting/installation/warehouse processing sales orders, interfacing with internal and external clients, manufacturers/vendors. Additional responsibilities may include support answering phones, warehouse assistance/processing inventory, and supporting other team members with internal projects. This position would need to be comfortable in an administrative and warehouse environment. This position could have multiple tasks listed below simultaneously.
Essential Roles and Responsibilities
- Assistant to Project Manager/Project Coordinator – assigned tasks to assist in project coordination.
- Procurement of Sales Orders/Change Orders for installation projects.
- Processes all CO’s and Returns as well as keeps up with making sure project is reconciled according to changes.
- Enter all new projects from DTools to QuickBooks.
- Set up project folders, and work with Sales/PM’s on project tasks.
- Responsible for working with PM/client/accounting on deposit invoices and payments.
- Provide Status/ETA of project PO’s/Equipment to PM’s
- RMA oversite and processing working with Warehouse on Returns and other RMA tasks.
- Interface with External/Internal Clients and Manufacturers/Vendors
- Ensure all data and correspondence is updated and always attached in QuickBooks and project folders on SharePoint at all times.
- Back up support for Warehouse Coordinator
- Receptionist/Phone Support
- Assist with Inventory Control to include physical inventory, cycle counts, monitoring quantities of inventory in project inventory sites and reconciling project inventory discrepancies.
- Backup support to Service Coordinator/Dispatcher.
- Assist with scheduling technical resources for projects.
- Adds project to TSheets, Job folder, Raken and Job Spreadsheet
- Other project tasks and assistance that may not be listed above.
Education, Certification and/or Experience
- Minimum high school diploma or GED – Degree in business, procurement or operations a plus Minimum of 2 years of experience in a similar or related field or environment.
Qualifications
- Assistant to Project Manager/Project Coordinator – assigned tasks to assist in project coordination.
- Additional related experience can be substituted for the educational requirement. 5 years outside sales experience with proven successes in selling and account management within the technology industry.
- A plus or substitute experience – 5+ years outside sales experience with at least 3+ years in video conferencing sales, telecommunications sales, security sales or software/IT sales.
- Construction process experience a plus.
