Job Description

The Project Administrator provides administrative support to our project management department.  Working closely with the project managers, the administrator will organize and coordinate many different functions of the project management process including, but not limited to, the following:  job registrations, specifications, quotations, order entry, credit approvals, new customer creation, purchasing, billings and final project close-out.  Unlike the project manager, the administrator will be more expert at administration and organization and technical skill or experience is desirable but not essential.  An ideal candidate for this position will have excellent organizational skills and highly developed customer service skills for both internal and external stake holders.

Duties and Responsibilities:

Assist project management team with project development.  This includes, but is not limited to, budgets, proposals, job registrations, specification credits, quotations from vendors/subcontractors  and formal bid submittals. 

Assist with estimation of public bid projects, including solicitating vendor quotations and preparing documents.

Processing of orders to include entry of jobs, creation of purchase orders, and coordination of information with finance team to ensure timely, accurate inventory controls and billings.

Coordinate delivery of materials to customer.

Assist with project tracking, forecasting, accurate/timely contacts, and professional service scheduling throughout the project.

Prepare close out documents as necessary, including confirmation of all billings, distribution of operation and maintenance manuals, and warranty letters, as necessary.

Supervisory Responsibilities:

• No supervisory responsibilities

Travel Requirement:

• There are no specific travel requirements for this position.  Possible trade show attendance and/or vendor visits may be possible.

Qualifications and Education:

Successful completion of training programs in project/contract administration is preferred but commensurate experience in related fields will be strongly considered.

Ideal Candidate will be a self-starter, flexible, well organized, and able to manage attention to small details.

Experience with the entertainment industry and/or the construction industry is desirable but not required.

Experience with Office365, Quickbooks and AIA Billing software is beneficial.

Vincent Lighting Core Values:

• Do the right thing
• Own it
• Customer Driven
• Creative problem solutions