IT Project Administrator – 835617

Job #: 835617
Salary: $15/hr
Industry: IT
Location: Madison, WI
Category: Administrative Positions

Description / Qualifications

Our client, an IT solutions company located in south Madison is currently looking for a Project Administrator/Coordinator to join their team!

Primary Duties

  • Work with PgM and / or PM to identify and define specific activity and task responsibilities for each assigned client and project
  • Attend meetings and conference calls as directed by PgM or PM
  • Ensure field technician scope of work is clearly defined under Special Instructions or provided as separate document
  • Maintain and update case notes and other information on a daily basis
  • Issue work orders to subcontractors (partners) and purchase orders per project plan
  • Meet all project installation schedule, milestone and timeline commitments for assigned tasks
  • Contact subcontractors and negotiate project pricing based on guidelines provided by PgM or PM.
  • Order and call-off lifts and containers as necessary
  • Order materials from distribution per approved quote
  • Coordinate Service and Moves/Adds/Changes per customer request.
  • Track and report on project activities to ensure project is proceeding on schedule.
  • Follow up with subcontractors and clients as necessary to validate ETAs and deliverable submission
  • Collect, review and manage project deliverables as directed per project plan
  • Maintain customer database and other project documentation in accordance with standards and customer expectations.
  • Develop and maintain communications in a cooperative and professional manner with all levels of staff, business partners, and customers.
  • Perform other work-related duties as assigned by management.

Secondary Duties (Administration)

  • Work with PgM / PM to create CRM master case template for multi-site project.
  • Create purchase orders in CRM or Accpac
  • Maintain purchase order date and open balance accuracy in Accpac
  • RP purchase orders when work is completed. Update CRM case notes with RP#
  • Create order (OR) and shipment (SH) in Accpac for invoicing. Update CRM status, revenue amount, and input OR & SH numbers to notes.
  • Work with accounting to resolve issues with RPs and invoices in a timely manner
  • Review weekly Open Case, Order, Shipment and PO reports for accuracy. Update as necessary
  • Answer phones


Skills and Experience

  • Typically 1-3 years of experience in project administration, coordination or equivalent
  • Proficient with Microsoft Office Suite – Word, Excel and Outlook
  • CRM and Accpac system expertise

Education Required

  • High School diploma

Personal Attributes

  • Excellent oral and written communications skills
  • Ability to develop and maintain strong client relationships
  • Attention to detail
  • Ability to multi-task effectively
  • Strong organizational and problem-solving skills,
  • Self-starter with the ability to handle tasks and projects with minimal direction.
  • The ability to handle stress and exercise self-control in client and schedule-driven situations.