Administrative Assistant - Project Coordinator

Job Title: Assistant Manager, Project Administration

Job Category: Indirect FLSA: Exempt

Reports To: Director, Project Management Dept: Project Management

Pay 25.00 - 28.00 per hour

Position Summary: This position has been established to maximize collective operational efficiency of

administrative tasks required for the railcar projects. This is a managerial position. The position is

expected to manage a group of Project Coordinators and Document Control personnel. Constantly

monitor demands of all projects in different phases and adjust assignments of reporting staff to meet those

demands. As with other professional positions in the company, the position shall plan actions, make

decisions and, manage interactions with customers and suppliers to advance the company’s technical and

contractual interests for quality products and to preserve profits

Job Description

• Establishing a procedural framework for identifying, collecting, distributing and filing the
  
  

controlled documents for the Program. This involves writing and maintaining document control

procedures and participating in the development and roll-out of document control tools, such as

scanning hardware, computer software, file transfer system, etc.

• Database Management (KDMS, FMP & SAP)
• Ensure the information and management control system is implemented in compliance with the
  
  

Client’s standard; and is updated to reflect revisions to those standards. Maintain awareness of

new Client and/or Project initiatives that may impact the control or distribution of information on

the project.

• Collaborate with Project Mangers to establish and maintain correspondence procedures and
  
  

database integrity.

• Ensure the Project Team members are provided with adequate training and support to enable
  
  

them to successfully use the procedure and systems in use by the Program. Proactively conduct

“spot audits” and “host meetings” with Project Team to facilitate their understanding of and

enhance their compliance to Document Control and project management procedures.

• Managing a group of Project Coordinators & Document Control Admin. Consolidate activities
  
  

across all projects for the best efficiency by cross training and assignment.

• Provide Quality Assurance / Quality Control (QA/QC) audits of electronic Document Control
  
  

files.

• Assists with policy discussions, including e-mail recording and retention, video recording and
  
  

retention, etc.

• Provide an interface to IT Support for Document Control & Project Coordinator issues, which
  
  

include process enhancements to existing software, developing recommendations for new

hardware and/or software that may benefit the Document Control environment. In general,

identify trends and recommend “best practices.”

• Manage department’s administrative purchases and process payments
• Perform all duties described in the job description for Supervisor of Document Control (XXXX)
• Perform additional assignments per management’s direction.
  
  

Qualifications/Requirements

• Prior demonstrated experience supervising a group of four or more Administrative Staff.
• Must have 7 years’ experience in related area as an individual contributor.
• Prior experience working in a manufacturing environment, closely with customers and suppliers
  
  

will be highly regarded.

• Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to
  
  

Assume Additional Responsibilities.

• Proven accuracy, reliability and completeness in job accomplishment.
• Demonstrated success on the job, as evidenced by satisfactory performance, acceptance of
  
  

responsibility and growth in previous positions.

• Effective oral and written communication skills.
• Proven experience with Microsoft Office Suite, SharePoint and Windchill Project Links.
• Must be able to interface with a variety of people with different technical levels and educational
  
  

backgrounds; must be detail-oriented and highly organized; and must be able to produce accurate

and timely results while maintaining a customer-service attitude.