Program Administrator

hace 2 días

Monterrey, Nuevo León, México Vertiv Group A tiempo completo
Description

JOB SUMMARY & ACCOUNTABILITIES:

 The Program Administrator will coordinate, manage, administer, and execute relevant customer documentation for Vertiv projects. The role will also support the Program Managers transacting and reporting project's financial indicators, such as cost, revenue, budget, margin, billing, and collection.  A major part of the role will be Oracle Order Management, expenditure tracking, coordinating, and communicating key information for reports and updates. 

ESSENTIAL FUNCTIONS: 

  • Support the Program Manager as required on ad-hoc requests/issues requiring sales order management.
  • Support the Program Manager as required on ad-hoc requests/issues requiring Smartsheet Administration/Configuration.
  • Setting up Procore or other designated project management and collaboration system for each project.
  • Data Analysis to ensure System information concur with real Manufacturing progress.
  • Support the Program Manager in the preparation, design updating and communication of project reports including sourcing up to date Financial KPI information.
  • Where required, record project or site change orders held for the project team and ensure the actions are allocated, communicated, and reviewed on a progressive basis.
  • Establish and manage coordinated process 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 centre standard project life cycle and process for use on future projects.
  • Act as a support for Program Managers to identify key project information/records/procedures.
  • Ensure that project records are uploaded to the project intranet and designated project management system to ensure good practice is maintained.
  • Highlight areas where records are not up to standard.
  • Maintain & communicate a regular holiday tracker for the project team, key client representatives and Vertiv executives to support effective planning and coordination of resources. 
  • Maintaining the workflows and ensuring they are followed where documentation is issued between internal Vertiv departments.
  • Coordinate Project Finance based meetings by coordinating meetings and liaising with attendees to ensure presence, advise of meeting clashes to 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.

ADDITIONAL RESPONSIBILITIES:

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

INTERACTIONS: 

  • Site implementation managers, Program Managers, visiting clients and 3'd parties and Vertiv Executives, other Department's Document controllers. 

ADDITIONAL ELIGIBILITY REQUIREMENTS:

  • Valid Driver's License required
  • Participation in international calls outside business hours
  • Up to 10% business trips
  • Eligible to obtain passport.

MINIMUM QUALIFICATIONS: (Knowledge, Skills and Abilities Required.)

  • Bachelor's degree in business, Financial or Project Management.
  • Minimum number of 2 years of experience in project, manufacturing, or construction management.
  • Demonstrates ability to plan, set priorities, organizes and coordinates work with others.
  • Builds good relationships.
  • Is persuasive, assertive, demonstrates diplomacy and tact.
  • Demonstrates professionalism (e.g., cooperation, courtesy, assertiveness, and non-defensiveness, accepting constructive criticism, and maintaining confidences).
  • Demonstrates good customer relation skills by providing prompt personalized service.
  • Effectively handles stressful situations (resolving conflicts and meeting deadlines).
  • An ability to prioritize and be flexible to meet deadlines for reporting.
  • An approach that simplifies procedures.

BASIC QUALIFICATIONS:

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

CORE COMPETENCIES:

  • Support to Program Managers by documenting data on projects
  • Track and record of communication on projects
  • Production/administration of reports to agreed milestones
  • Creation and maintenance comprehensive project documentation
  • Management and archiving of key documents to a designated system
  • Coordination of information requirements

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