Projects Administrator

Hawthorne Machinery Co.•San Diego, CA

2d•$30 - $35

About The Position

Under the general direction of the General Manager, this position exists to manage projects in support of the sales and delivery process of new engines. Maintain cost proposals, submittals, and schedules for EPG, Industrial, and Marine markets. The Projects Administrator also ensures effective communication, profitability and reputation of our service shops by providing timely, accurate, and customer-approved estimates, proformas and invoices for repair work. The Communicator will document estimates and the necessary repair work according to established industry standards and CAT regulations. The Communicator will have a working knowledge of the industry, an aptitude and interest in engine/vehicle repair, strong administrative, organizational and computer skills as well as exceptional interpersonal skills.

Requirements

Prefer at least two (2) year’s general office experience
Prefer at least three (3) to five (5) years of customer service, relationship building and/or Sales experience
PC skills are required.
Must have a valid California Class C Driver’s License and a clean driving record.
Strong work ethic, flexibility, ability to work at a fast pace and under pressure preferred.
Must be able to manage multiple projects simultaneously.
Strong understanding and expression of written and verbal English sentences and paragraphs in work-related documents.
Ability to maintain a flexible attitude and approach towards assignments and successfully operate under ambiguous guidelines.

Responsibilities

Maintain job related documents (hard and electronic copies) in an organized manner and in accordance with the procedures established and as needed for each specific project under the direction of the Project Manager.
Provide administrative support in the preparation of contracts, purchase orders, and engineering submittals and operating manuals, per contract requirements.
Transmit site mechanical and electrical plans, schedules, detailed equipment drawings, and submittal for use by the service department, customer, contractor, and end user as needed.
Manage detailed project files including issuing purchase orders, reviewing factory order acknowledgements, tracking lead time/delivery, coordinating shipment and receiving of material.
Review vendor and contractor proposals for accuracy.
Review and process vendor invoices to appropriate project and submit to accounting department for payment.
Coordinate release of equipment for production and delivery of equipment for each project.
Generate customer invoices and manage budget for individual projects.
Maintain and review sales back log, project reserve, and sales analysis reports.
Participate in coordination meetings support the overall sales process and equipment startup.
Generate work orders to service department for start-up of equipment.
Estimate and track work schedules with emphasis on completing assigned projects in a timely and professional manner.
Identify resources needed to maintain project schedules and commitments.
Prepare detailed records of all project and engineering documents.
Maintain daily activity summary for supervisors and work with the individual project managers in completing assignments, as directed.
Provide effective and timely communication to both internal and external customers.
Provide customers with repair updates in a manner to meet customer expectations and loyalty.
Have an in-depth knowledge of operational guidelines regarding parts, labor and miscellaneous charges.
Provide accurate updates to both internal and external customers throughout the repair process.
Ensure approval is given for all parts, labor and miscellaneous charges by the customer during the repair process.
Accurately open work orders including all related codes both internally and externally.
Provide standard hours for every segment that a technician is assigned.
Participate in daily shop walks and meetings with lead(s)/supervisors/managers to ensure communication flow.
Communicate with the credit department to ensure payment.
Ensure service reports match repairs completed before billing.
Accurately prepare and provide customers a proforma/invoice in a timely manner.
Maintain assigned WIP in a manner to align with department Metrics.
When available, utilize standard jobs and prototypes.
If applicable, assign jobs to technicians as needed.
Contributes to team effort by accomplishing related results as needed.