Project Coordinator

Hybrid in Grand Rapids, Michigan

Summary:                                

Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Conducts research and information gathering on behalf of the executive and staff and prepares summaries and reports. Develops positive and strategic relationships at all levels of the organization. Uses discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.         

 

Responsibilities:              

  • Hotline Agreements
    • Prepares agreements for new customers
    • Analyzes the profitability of previous contract and adjusts renewal prices along with a cost of living increase.
    • Prepares renewal and sends to manager for approval.
    • Sends to customer 90 days before renewal date and sends periodic reminders to renew if PO is not received
    • When a PO is received, creates the Hotline Job in Superoffice, TPMS and SAP and informs accounting so that they can bill.
    • Maintains service agreement template
  • Preventative Maintenance Agreements
    • Prepares agreements for new customers
    • Analyzes the profitability of previous contract and adjust renewal price along with a cost of living increase.
    • Prepares renewal and sends to manager for approval.
    • Sends to customer 90 days before renewal date and sends periodic reminders to renew if PO is not received
    • When a PO is received, creates the PM Job in Superoffice, TPMS and SAP and informs accounting so that they can bill.
    • Maintains service agreement template
    • Reaches out to Service Techs for service reports after a Preventative Maintenance trip.
    • Processes service reports and adds Travel and Living expenses to the PM Job in SAP.
  • On Demand
    • Creates the on Demand Job in Superoffice, TPMS and SAP.
    • Ensures that service reports are completed in a timely manor
    • Processes service reports, adding hours and T&L to the SAP project and inform accounting when they can invoice.
  • Retrofit and Customer Service Projects
    • Assists with preparing quotations
    • Creates Projects in Superoffice, TPMS and SAP.
    • Works with Accounting on progressive billing and final invoicing.
  • Miscellaneous
    • Generates Beeper Bonus report on a bi-weekly basis
    • Generates the Profitability report on a monthly basis
    • Reviews Customer Service employees’ hours on a bi-weekly basis to ensure hours are submitted before payroll and that they are billed to the correct job.
    • Works with the Service Manager to ensure that the Service Tech schedule is up to date
    • Comparison between planned and required hours. Causal research in case of deviations
  • Training
    • Continuous training on tasks described above as well as additional developmental training.

                                                    

Qualifications/Skills:      

  • 3+ years’ prior experience in an administration role or a related field.
  • Good attention to detail.
  • Good MS office skills.
  • Has previous experience in customer service and strong communication skills.
  • Able to work productively, independently and as part of a team.
  • Must have good analytical thinking skills and problem solving abilities.
  • Previous experience coordinating large projects is an asset.
  • Should exhibit strong organizational and time management abilities.
  • Strong customer service mindset is imperative

 

Language Skills:                      

Excellent written and verbal communications skills are essential.  The ability to read, analyze and interpret contract language is required.  Must be able to effectively present information to department head and technicians, and other members of staff and management. 

                                                      

 

Reasoning Ability:                 

  Ability to define problems, collect data, establish facts, and draw valid conclusions. 

 

 

Other Skills/Abilities:           

Strong knowledge of business best practices, an understanding of customer contracts and PO’s, possess a strong attention to detail. They must also be skilled communicators and have excellent customer service skills.

AAP/EEO Statement

viastore Systems, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, viastore Systems, Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training.

 

viastore Systems, Inc. expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of viastore Systems, Inc.’s employees to perform their job duties may result in discipline up to and including discharge.