Operations Project Specialist

General Summary

Responsible for assisting with project tracking, invoice approvals, data entry, scheduling, file management, corresponding with multiple parties, preparing reports and documents, and organizing day-to-day routine tasks. Provides administrative support to the Logistics Manager, Project Coordinator Supervisor, and Operations Department.

Principal Duties and Responsibilities / Knowledge

• Assists with managing multiple priorities and working effectively in a deadline-driven environment.


• Creates purchase orders and supports project workflows and processes.


• Assists with the development and submittal of contract and project related status reporting.


• Provides support between Rayburn employees and contractors, brokers, vendors, and suppliers.


• Updates file share locations so that documentation remains current and accessible.


• Prepares and tracks contracts with contact management software (e.g., AIA).


• Submits new project request forms to Accounting Department.


• Tracks and verifies certificate of insurance (vendors, services, and contractors).


• Manages and updates project management platform (e.g., Microsoft Projects).


• Manages the invoice approval process to verify that all materials have been received and collaborates with the warehouse and the field crews prior to payment.


• Assists with monitoring the Operations team calendar, deadlines, deliveries and material delays for field operations and project coordination.


• Schedules, prepares, and organizes appointments and meetings for the Operations Department.


• Assists with facilitating communication between office and field personnel.


• Provides timely updates to team on project changes or delays.


• Assists with material receipt and delivery in the warehouse facilities as needed.


• Collaborates with the warehouse on tracking missing material and holding vendors accountable.

Key Accountabilities

• Complies with all policies, procedures and confidentiality requirements or obligations, effective as a result of employment with Rayburn.


• Timely shares complete information with others including Rayburn management and staff, contractors, and other third parties, as required.


• Delegates jobs and tasks, as approved by supervisor, to appropriate employees, providing complete information and resources to properly complete such jobs and tasks.


• Timely provides Rayburn management with complete reports on work and tasks performed as such reports are requested or required.


• Performs any other duties as assigned by supervisor or executive management.

Job Specifications / Skills Required

Education:

·       High School Diploma or General Equivalency Diploma (G.E.D.)

Experience:

·       3+ years of related work experience

Skills:

·       Proficient in Microsoft Office

·       Excellent organizational skills, detail orientated, and ability to multitask

·       Excellent verbal and written communication skills

·       Self-motivated and able to work effectively in a team environment; willing to assist others

·       Operating a forklift

·       Open mindset for change and departmental growth

Physical Demands

·       Ability to sit for extended periods of time at a computer workstation.

·       Ability to perform repetitive motions in order to use a computer keyboard, mouse, test                            equipment and operate hand tools.

·       The employee must occasionally lift and/or move up to 20-50 pounds; open file cabinets and                bend or stand as necessary.