PM Operations Assistant – Data Center Construction

Job Description

• Develop and maintain strong collaborative relationships with key stakeholders and vendors within the client’s real estate and facilities organization.
• Provide administrative support to Project Management team.
• Act as liaison between Sourcing, Facilities, and Project Management to ensure department follows procurement strategies, processes, policies, and best practices.
• Manage procurement process for projects including placing orders, creating requisitions, navigating through the internal approval process, change orders, and close-out.
  • Entering requisitions for design firms, construction contractors, and other suppliers like art and furniture vendors. Coordinating with Accounting Department regarding coding.
  • Investigating overbilled Purchase Orders and keeping Purchasing Department apprised of progress.
  • Monitoring requisition progress and proactively following up on delays or rejections.
  • Auditing Purchase Orders to see what can be closed.
  • Preparing and submitting manual payment requests.
• Ensure orders adhere to supplier agreements and contracts.
• Report non-conformance.
• Coordinate badge and equipment requests, effectively track badge requests, and proactively extend badges as appropriate to ensure access is not denied.
• Assist with supplier onboarding and compliance processes.
• Contract generation and routing:
  • Drafting Contracts.
  • Review assigned contracts for errors.
  • Prepare routing forms for VP/CFO signature.
  • Scan and file signed documents in Dropbox database and client's Contracts Tool.
  • Audit and update contract tracker to keep contracts moving along.
• Collaborate directly with Legal team to ensure document compliance.
• Interface with Project Managers to coordinate contract prioritization with Sourcing department.
• Train suppliers in proper invoicing procedures.
• Assist Suppliers with payment inquiries and act as liaison with client's AP Department.
• Communicate any onboarding or payment issues to Project Management Oversight staff and escalate as necessary.
• General office duties as needed.

Qualifications

• Ability to work effectively within deadlines in a fast-paced, growing environment.
• Organizational skills with attention to detail and follow-up.
• Ability to build relationships within all levels of the company.
• Experience in budgeting, accrual, and cash flow processes.
• Proven skills in consulting with internal/external business clients.
• Ability to drive change and improve end-to-end processes.
• Microsoft Excel and PowerPoint skills.
• Interpersonal skills.
• Ability to flourish in an environment of fast growth and ambiguity.
• Ability to interact with employees at all levels, develop cooperative working partnerships and contribute to teams.
• Proven ability to handle visible procurements and effectively communicate goals/objectives to peers or upper management.
• Ability to prioritize and use available tools to be productive and manage high volumes.
• Construction background preferred.

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Additional Information

All your information will be kept confidential according to EEO guidelines.