Project Support Specialist

Thermo Systems • Port Washington, WA

1d

About The Position

The Project Support Specialist plays a crucial role within our Project Management Organization, offering technical and administrative assistance across various projects. Their primary responsibility involves meticulously organizing project documentation to ensure smooth project execution. Furthermore, this role oversees and upholds the Quality Management System that regulates daily operations within the Mission Critical Vandelay business unit. Organizing project documentation, recording meeting minutes, daily review of engineering/scope change documentation while maintaining a log and communicating changes to the appropriate personnel, and assisting Project Managers in their duties.

Requirements

• 5+ years of experience in project support in roles that rely heavily on comprehensive and accurate details to properly execute projects, preferably in construction, or a Bachelor's of Science in a business-related field.
• High school diploma or equivalent.
• Excellent interpersonal communication and conflict management skills with a passion for engaging, connecting, and supporting teams.
• Thrives in a team-oriented environment.
• Master of time management and organizational skills.
• Excellent judgment and decision-making; capable of working independently with ability to multitask successfully.
• Proof of eligibility to work in the country where the position is located is required.
• Maintain a valid drivers license.
• Fit for Duty at all times

Nice To Haves

• OSHA certification is a plus.
• Experience working with SmartSheets is a plus.

Responsibilities

• Familiarize themselves with the P2000-01 Quality Plan policies and enforce these standards across a vast array of projects.
• Prepare, maintain, and organize project documentation according to Quality Management System standards to consistently provide high-quality products to our customers. This involves collaborating with engineers and project team members to solicit input.
• Liaise with field personnel to validate drawings and revisions.
• Support the project team in composing submittals and Requests for Information (RFIs).
• Maintain excellent logs of submittals, RFIs and change order logs in our internal file management system.
• Generate and distribute reports extracted from our accounting system and archive them in the appropriate project structure.
• QA/QC project structure and flag aberrations to the PM.
• May be asked to facilitate project-specific administrative tasks at the direction of the PM or leadership team.
• Gather and disseminate project-specific document deliverables required by the client for project closeout. Requires collaborating closely with stakeholders to ensure clarity on expectations and specifications.
• Submit RFIs, submittals, and change orders, and diligently follow up to ensure timely responses from stakeholders.
• Collaborate with stakeholders to update and distribute document revisions as needed.
• Closely monitor and keep a record of safety documentation, to include Job Hazard Analyses, Daily Hazard Analyses, and site-specific data metrics.
• Work closely with the project managers, engineering teams, and stakeholders to facilitate ubiquitous dissemination of project status for the lifecycle of each project.
• Identify, and analyze issues, then formulate recommendations to address significant efficiency challenges in our documentation processes.

Benefits

• Competitive salary, annual bonuses, 401(k) with company match, and business travel reimbursement: We appreciate our employees, and we make sure they know it.
• Benefits: We offer full-time employees multiple healthcare packages, including low-cost options.
• Casual Dress: Every day is "Casual Friday"; we want you to be comfortable when you come to work.
• Training: We offer in-house and factory technical training to keep our staff sharp.
• Tuition Reimbursement: We encourage academic advancement and professional credentialing.
• Vacation/Sick Time: We believe work-life balance is essential. Ensuring our employees have time to truly relax and recharge is important to us.
• Culture & Extras: We provide free lunches, regular team bonding & fun office events, and plenty of company swag.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED