Project Management Assistant

Location: York, pa
Date Posted: 03-02-2018
Job Description
The Project Management Assistant (PMA) is responsible for working with Project Managers to accomplish departmental responsibilities. Maintains project specific information including, but not limited to, the project document database, and system files.  Coordinate with Global Supply Chain (GSC) Expediting and Logistics Departments to insure the on schedule delivery of vendor orders and contract deliverables.  Develops and maintains project schedules.  The PMA also researches the contract and other project pertinent files to assist project management in resolving contractual issues for the duration of contracts.  The PMA coordinates with the customer, and other departments in administration of projects.  The PMA must be capable of working in a fast paced environment.
  • Assist Project Managers with various tasks to fulfill project requirements.  May serve as contact for Project Manager in their absence.
  • Participate in any project related meetings as directed by the Project Manager.
  • Perform Order Entry activities to support Metso’s Standard Product Orders.  Activities may include but are not limited to:
    • Creation of Sales Order
    • Coordination of Global Bill of Material with Engineering
    • Coordination of Plant Bill of Material with GSC
    • Progress reporting to customer
    • Coordination of shipping activities with Logistics
  • Assist in the preparation of shipping documentation, shipping tags, packing lists, and other information for shipping equipment for both customer and vendor.  Coordinate with Logistics the final preparation of the shipping information summary upon completion of project.
  • Coordinate expediting activities with GSC as directed by the Project Manager.
  • Obtain, review and update vendor schedules, reports, and manual information. 
  • Prepare and update contract schedules. 
  • Prepare and update drawing status reports.  Prepare and coordinate drawing and instruction manual submissions.
  • In absence of Project Managers, complete various tasks related to current projects, as authorized and directed by supervisor.
  • File contract documents in appropriate databases.
  • Confirms receipt/shipment of documentation and equipment and assists as necessary in the recording of this information into the purchasing/inventory system.
  • Work with vendors to resolve delivery, pricing, or quality problems as directed by the Project Manager.
  • Perform copying, facsimile, preparation of courier packages, and assembly of information packages as required.
  • Learn/become proficient with new software packages to assist in operation/performance of department.
  • Observes safety regulations and exhibits a concern for safety.
  • Shows commitment to quality ethics and focuses on meeting the needs and expectations of both internal and external customers.
  • Manages time, skills and resources to produce maximum volume of work and reduction of errors.
  • Written and oral communications are organized, clear, concise and accurate.  Listens carefully.  Keeps others appropriately informed.
  • Demonstrates cooperative team effort within work group.  Works effectively with other groups and departments.  Demonstrates respect for others.
  • Assesses and prioritizes work requirements; develops and executes plans in a timely manner and accepts advice and/or direction well.
  • Possesses depth of knowledge and skills required, needs little or no supervision.
  • Perform other tasks as assigned by supervisor.
  • High school diploma with one year experience in related areas.
  • Must have excellent organizational skills with a high degree of accuracy and attention to details.
  • Must have good communication skills.
  • Must work well with others in a cooperative manner to accomplish departmental tasks.
  • Must be computer literate and proficient with word processing and spreadsheet software.
  • Mechanical aptitude and ability to understand engineering drawings is helpful.
  • Ability to function in a fast paced environment.
  • Working knowledge of SAP and the SAP Project Module.
  • Excellent client management and business literacy skills.
  • Strong interpersonal and negotiation skills.
  • Excellent verbal and written communication skills.
  • Develop strong trusting relationships in order to gain support and achieve results.
  • Manage multiple conflicting priorities in a fast-paced environment.
  • Work in environment with international objectives.
  • Ability to understand issues domestically and internationally and communicate effectively with clients.
  • Be flexible and available to interact with customers as required
  • Be self directed and motivated.
  • Take initiative to identify and anticipate customer needs and make recommendations for implementation.
  • While performing the duties of this job, the employee is regularly required to sit; use hands and fingers; reach with hands and arms; and talk and hear.
  • The employee is occasionally required to stand, walk, and climb or balance, including long periods of standing during recruitment/job fairs.  Movement through shops and field environments.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
  • Visual acuity is required to read and produce accurate materials.
  • Use of keyboards, telephones, copiers, and fax.
We Offer
We offer challenging opportunities contributing to the development and enhancement of Metso’s industry leading solutions in a friendly, respectful and global environment.
Additional information
All applications will be given equal consideration regardless of race, sex or sexual orientation, age, religion, veteran, disability or any other legally protected status.  Metso takes pride in being an equal opportunity employer.
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