Project Coordinator - QuantumWe are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.The Project Coordinator will provide internal 'customer service' support to enable employees to focus on merchandising with fewer administrative distractions. The primary role of the Project Coordinator will be to support the Quantum team in all day-to-day travel needs and provide support in equipment rental to support various projects. The Project Coordinator will need to be accessible to employees and know how to support their travel related needs or route them to the correct person. The Project Coordinator will take the lead in planning and implementing travel plans for Quantum employees as well as administering POs for equipment.Position Requirements:Travel: Demonstrates and ensures customer service as #1 priority through delivery of prompt, friendly, knowledgeable and professional assistance of all employees. Ensures all employee requests and travel tasks are efficiently and accurately handled until completion. Book all aspects of employee travel, including flights, accommodation and rental cards. Manage all steps of the booking process. Handle amendments, cancellations, and schedule changes. Maintain and update profiles of employees for travel needs. Properly research optimal travel alternatives. Confirm reservations and distribute tickets and confirmations via email to employees. Review travel associated invoices/statements for accuracy. Research and resolve incorrect charges. Administer/track POs for equipment rental. Responsible for coding travel expenses to correct job. Responsible for divisional finances to include invoicing, revenue tracking and weekly reporting.Project Coordinator: Must attend weekly accounts receivable meetings and be able to provide and speak on overall divisional finances. Must understand budgeting, job costing and accrual methods of accounting and provide forecasting data. Must create POs for materials/labor and reconcile to invoices weekly by job code.
Experience in QuickBooks preferred. Requires daily input and overall management of the division Project Management Software (QuickBase). This includes managing revenue, inputting projects, inputting staff, and overall maintenance. This position is 100% responsible for the accuracy of the data in QuickBase. Creates, manages and reconciles all requests for Temp Labor. Requires daily communication with temp labor providers. Responsible for communicating all issues and changes. Responsible for tool management and inventory, including the tool fleet program. Must attend new hire orientation and speak on behalf of the division to include QuickBase training and scheduling. Responsible for Uniforms inventory and maintaining annual uniform budget. Responsible for managing the fleet vehicles program. Maintains administrative workflow by studying methods; implementing cost reductions; developing reporting procedures. Resolves administrative problems by analyzing information; identifying and communication solutions. Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations. Maintains suggestion system by directing and controlling administrative technical aspects in accordance with management directives. Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs. Provides input towards development and update of administrative policies, procedures, methods, and guidelines; communicating developments to management.Education and Experience Requirements:High School Diploma/GED RequiredExperience with Concur preferredHigh-efficient in using computers and softwareExcellent verbal/written communication skillsKeen eye for detail and process orientedCreative and exceptional planner1-year relevant work experienceAble to handle high stress situations calmly and with tact and professionalismStrong people skills with the ability to motivate and promote a good working environmentStrong decision-making skills with the ability to analyze situations and make logical conclusionsMust be able to maintain strict confidentialityNumber of Openings: 1