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Project Support Specialist

3 months ago

Kalamazoo, United States Stafford-Smith, Inc. Full time

Project (Bid/Sales) Support Specialist

Description of Duties & Responsibilities

**Position Reports to**: Sales Support Supervisor

**General Description**:Sales Support backs Account Executives and Project Managers with the management of projects. Responsibilities include initialization of projects through final closing of each job and everything in between. Sales Support will create electronic job files, work on coordination, purchasing, and monitoring shipments of equipment and materials. This position is the foundation for the relationship between Stafford Smith Corporate, outside branches, vendors, reps, auditors, and more.
- Be positive, organized, analytical, and detail-oriented
- Take initiative to self-analyze a situation and problem solve/avert a problem
- Have basic accounting knowledge
- Be able to multitask under pressure and constantly re-prioritize tasks throughout the day
- Be able to work independently and as part of a team
- Place a high degree of importance on clear and concise communication both internally and externally
- Be accountable to oneself, the department, and overall company success, whether profitability, company culture, customer service, or creativity

**Typical Duties and Responsibilities**:

- Complete necessary paperwork once a project is awarded. This includes assigning projects names, numbers, verifying customer and site information, procuring signatures, verifying pricing, energy rebates, buying opportunities, and preparing purchase orders and subcontracts
- Prepares various documents, reports, correspondence, receiving reports, delivery instruction sheets, and project profit analysis throughout the project life cycle
- Review contracts, customer purchase orders, and our quote for proper approvals and requirements
- Verify customer information like Accounts Receivable customer and site information, tax rates, and billing information etc.
- Initiate projects and communicate job numbers to the team members involved - review and communicate necessary changes to match the contract. Import project into construction/accounting software and double check upload for accuracy
- Performs purchasing functions like cutting PO’s and choosing the most cost-effective freight options
- Review documents including but not limited to quotes, shipping/receiving documents, project notes, Bid Buy Tab, and Auto Quotes link when preparing rough purchase orders. Communicate any discrepancies to the appropriate person. Adjust purchase orders based on communication and send to vendors and or subcontractors. Once purchase orders are sent, track orders for timely and accurate delivery according to site and construction schedules
- Work with Accounts Payable to set up new vendors or subcontractors. Review master subcontract agreements and insurance documents for compliance. Make every effort to address any vendor related issues prior to equipment shipping or installation on site
- Be responsible to obtain appropriate permits and licensing for projects including but not limited to business licenses, mechanical, electrical, etc.
- Communicate with Account Executives on equipment, installation, and budget status
- Handle any discrepancies between issued purchase orders and invoicing with reps or vendors. This includes pricing, quantity, shipping issues, and model numbers. Review acknowledgements and other paperwork daily checking for accuracy to avoid discrepancies down the line. File applicable documents electronically daily
- Communicate with warehouses (ours or 3rdparty) to verify arrival of equipment. Provide needed documents for freight claims if any equipment is delivered damaged. Prepare delivery instruction sheets for equipment going to site. Update receiving reports and supply to Account Executives and Project Managers as equipment arrives and departs to site. Utilize existing inventory when possible and fill out stock requisitions
- Serve as the main contact for issuing replacement purchase orders for equipment and for reordering damaged, missing, or incorrect equipment as well as initiate change orders
- Monitor job costs throughout the project and correct any variances from the budget to the actual cost as needed. Work with accounting to assess issues and correct errors. Be mindful of impact to the financials and company performance overall
- Process and track change orders when the scope of a project changes
- Coordinate with billers on invoice timing in accordance with delivery of equipment or installation
- Audit jobs and run a job cost analysis to reveal where costs went over and address accordingly. During the audit process work with supervisor and accounting to identify potential pickups, losses, and projects that are ready to close

**Skills**:

- Excellent interpersonal communication
- Time management
- Diverse work background
- Sense of self-motivation that exhibits a drive to keep going when things get tough
- Customer service
- Microsoft Office with focus on Word, Excel, Outlo