Project Administrator

4 weeks ago

Richmond, United States Integrated Global Services (IGS) Full time
Job DescriptionJob 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.

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