Project Administrator
Description:
Job Description
About Us
Integrated Global Services is an international provider of surface protection solutions headquartered in Virginia, USA. We operate operational hubs, subsidiaries, and sales offices around the world to service our global clients. We have over 30 years of experience helping customers solve metal wastage and reliability problems in mission critical equipment and are an industry leader in the development and application of solutions to corrosion and erosion problems in challenging operating environments.
IGS is a specialist in global on-site solutions with extensive shop production capabilities. Our Technology Research Center helps the world’s leading energy, power, and industrial companies solve their most critical surface engineering-related problems, improve coating and welding techniques, and evaluate material performance.
Position Title & Overview
Our Project Administrators are accountable for all health, safety, environmental, and quality programs and policies for IGS. They will provide general project-focused support to the operations team and support IGS strategic growth objectives through execution of quality projects that directly impact the scalability and efficacy of IGS. This position will work most often under the direction of the associated Project Manager of the project, or the Operations or Regional Manager by default.
Essential Duties & Responsibilities (Around 25% Travel)
Regularly audit job files including project closeout checklists and documentation completeness and accuracy.
Audit personnel certifications (TWIC cards, passports, technician certification, etc).
Employee skill development (Talent LMS)
Complete a regular inventory of work-related clothing gear (eg. Coveralls and work t-shirts). This should occur at least three times per season
Order work-related clothing gear on a seasonal basis, and as needed
Update employee documents in payroll/HR system ADP (passports, TWIC, certifications, etc).
Pre-Site Coordination
Client Badge Applications
Arrange safety courses and trainings for new client sites
Confirm validity of past trainings for repeat client sites
Travel logistics (flights, transport, lodging)
Book flights, rental cars, buses, trucks, or other transportation
Create Project Workbook for project manager
Background check and drug screening (if required by client)
Request work permits for foreign countries
Complete and submit visa applications for work in foreign countries
Confirm validity of employee documents needed for client site (driver’s license, visas, TWIC cards, passports, OSHA 10, etc.)
Determine PPE needs for crew (coveralls, t-shirts, etc).
On-Site Support
Time management of ADP including per diem for several employees
Cost tracking (hours worked, flights, rental cars, accommodations, consumables, etc.)
Pick up/drop off transportation to and from airport as needed
Coordination of laundry services for coveralls
Purchase and pickup consumables as needed or requested by project manager
Evaluation distribution and collection
Provide HR support as needed
Demobilization plan (booking return flights from project)
Post-Job
Scan project book documents and check for completeness and accuracy
Send documentation such as DSO’s/Near Misses/First Aid/ JSA’s, etc., to the safety department
Send Counseling/Misconduct documentation to HR department and Field Service Director
Close out personnel expense report for items related to project
Qualified Applicants Must Have:
Bachelor’s degree or equivalent knowledge is preferred but not required
Related experience of at least 3-5 years is required
Strong organizational and planning skills and an attention to detail
Highly effective communications and interpersonal skills to coordinate with others within and outside of the company
Strong Microsoft Office computer skills (Excel, PowerPoint, Outlook, Word)
Understand cost management and optimization of expenditures
Ability to work in an industrial environment
Ability to meet customer pre-access requirements such as occupational health examinations, training requirements, drug screens, background searches, etc.