Project Administrator

Why you’ll love it here! + Benefits include Medical, Dental, Vision, Tuition Reimbursement, Pet, and Legal Insurance + 401k+ Community Service Day + Spotlight Awards + National Sales Excellence Awards + CFSP Prep Certification Program   POSITION SUMMARY: The Project Administrator reports to the Supervisor, Project Coordinators Located in Irvine, CA Full-Time In Office   The Project Administrator plays a pivotal role in supporting the project management team by handling logistics and administrative tasks for assigned client projects. This individual assists in ensuring the smooth execution of projects by managing equipment ordering, tracking materials, and facilitating communication with contractors and vendors.   ESSENTIAL FUNCTIONS & RESPONSIBILITIES: Service Scheduling and Coordination: Assist in scheduling service for warranty equipment issues, ensuring timely resolution and customer satisfaction. Coordinate startup and training schedules internally and with vendors to facilitate project implementation. Invoicing and Documentation: Process invoices promptly, ensuring accuracy and adherence to project budgets. Apply document corrections as necessary and communicate changes to internal teams promptly. Prepare proper closeout documents, including equipment details, warranty information, operation manuals, and service details. Logistics and Communication: Track equipment shipping status and communicate ship dates to Project Coordinators in a timely manner. Quote and process change orders and returns, obtaining appropriate approvals and sign-offs. Liaise with internal departments (Sales, Finance, Purchasing) to ensure customer requirements are met or exceeded. Relationship Building: Foster positive relationships with end users, Project Managers, Sales Reps, and Project Coordinators, ensuring effective communication and collaboration.   COMPETENCIES: Highly organized and adept at multitasking in a fast-paced environment. Demonstrates meticulous attention to detail in all tasks and responsibilities. Familiarity with project management principles and processes. Strong communication and interpersonal skills. Ability to work effectively in a team environment and collaborate with cross-functional teams.   QUALIFICATIONS & EXPERIENCE: High School Diploma or GED, or equivalent military or practical experience. 1 – 2 years of experience in an administrative or office-related role, preferably in the foodservice industry. Possesses product knowledge relevant to the project coordination function. Proficient in AutoCAD and/or Revit 2014 or higher. Familiarity with Bluebeam software. Ability to successfully pass a background check post offer acceptance.