Project Administrator

Wausau Window and Wall Systems

POSITION SUMMARY

The Project Administrator role is primarily responsible for assisting project managers and project executives in document management, logistics, project closeout documents, and to provide quality service to our clients. In addition, the role will support administrative request in the Project Execution Office (Engineering, Supply Chain or operations).

POSITION DUTIES and RESPONSIBILITIES:

Working with the Project Managers, the Project Administrator will:

Oversee and manage contractual documents for the PMO, including:

Invoices

• Contract price reconciliations to obtain final payment
• Work with Accounts Receivable to resolve misc. billings - under billings, rebilling, reshipped materials
• Schedule of Value billing - compile required documents for customer billing - invoice, bill of sale, conditional lien waiver, insurance certificates

Bonds - work with bonding company to prepare:

• Supply & Maintenance Bonds on specific projects
• Answer general questions from estimating
• Update Bond report for Apogee
• Update contract pricing for bonding company as requested

Insurance

• Provide General Liability Insurance Certs for projects as needed
• Provide Professional Liability Insurance Certs for projects as needed
• Provide Storage Insurance Certs for stored material billings monthly as needed
• Update renewal insurance report for Apogee as requested
• Distribute annual auto insurance cards
• Respond to freight insurance questions as needed

Support Project Managers by preparing special invoices (Wausau), expedites (Monett) as needed

Effectively manage Project kick off activities

• Evaluate project documentation requirements as specified by customer, as well as LEED requirements

Effectively manage Project activities

• Compile and present complete submittal packages including but not limited to: details, engineering documents, test reports, product data, samples, LEED information and other required information
• Internal processing of Change Orders (CO) as a result of new information that impact project scope and cost
• Attend project coordination meetings via phone conference or through WebEx to secure information and/or gain approvals. Provide support to the customer when shipping and field issues arise
• Complete schedules as required for bid support (Monett), or schedules updates (Monett and Wausau) during project execution.
• Coordination of parts during field installations-packing slips, tagging drawings, etc.
• Assist in the preparation of monthly billings including validation of work stored and completed

Effectively manage Project Close Out activities

• Process "Credit Request Forms" as required
• Reconcile final payments from the customer and issue credits to the customer (Monett)
• Issue Warranties as per contract requirements
• Assemble project closeout documentation (operation and maintenance manuals, and warranties)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned and required.

EDUCATION and EXPERIENCE REQUIREMENTS

• High School Diploma
• Associate degree, preferred
• Minimum two years of related work experience; or combination of education and experience.

COMPUTER SKILL REQUIREMENTS

• Office Suit (Outlook, Power Point, Word, Excel)
• Bluebeam or Adobe Acrobat
• Understanding of ERP software (Epicor or similar)

SKILL REQUIREMENTS

• Excellent verbal and written communication skills
• Carry out responsibilities with a sense of diligence
• Ability to work independently or as part of a team
• Prioritization skills
• Problem solving skills
• High attention to detail
• Continuous Improvement skills

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

WORK ENVIRONMENT/TRAVEL REQUIREMENTS

The work will be performed mostly in office environment with occasional visits to the manufacturing floor. The noise levels in the work environment are usually moderate.

PHYSICAL REQUIREMENTS

Regularly required to sit or stand, reach, bend and move about the facility. While performing the duties of this job, the employee is regularly required to talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Window and Wall Systems is an Equal Opportunity Employer and Affirmative Action Company. Women, minorities, protected veterans, and individuals with disabilities are encouraged to apply.

Apogee and our brands are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status or any other characteristic protected by state or federal law.