Program Administrator

Overview

The Program Administrator will coordinate, manage, administer, and execute relevant customer documentation for Vertiv projects. The role will also support the Program Managers transacting and reporting project’s financial indicators, such as cost, revenue, budget, margin, billing, and collection. A major part of the role will be Oracle Order Management, expenditure tracking, coordinating, and communicating key information for reports and updates.

• Support the Program Manager as required on ad-hoc requests/issues requiring sales order management.
• Support the Program Manager as required on ad-hoc requests/issues requiring Smartsheet Administration/Configuration.
• Setting up Procore or other designated project management and collaboration system for each project.
• Data analysis to ensure system information concurs with real Manufacturing progress.
• Support the Program Manager in the preparation, design updating and communication of project reports including sourcing up-to-date Financial KPI information.
• Record project or site change orders held for the project team and ensure the actions are allocated, communicated, and reviewed on a progressive basis.
• Establish and manage coordinated process for recording manufacturing progress to ensure accurate invoice and revenue recognition.
• Establish effective communication routes with key project reps, Vertiv executives and customer representatives to identify information that is at variance to our plan. Report such information to the Program Manager for resolution/escalation.
• Support the Program Manager in developing a data centre standard project life cycle and process for use on future projects.
• Act as a support for Program Managers to identify key project information/records/procedures.
• Ensure that project records are uploaded to the project intranet and designated project management system to ensure good practice is maintained.
• Highlight areas where records are not up to standard.
• Maintain & communicate a regular holiday tracker for the project team, key client representatives and Vertiv executives to support effective planning and coordination of resources.
• Maintaining the workflows and ensuring they are followed where documentation is issued between internal Vertiv departments.
• Coordinate Project Finance based meetings by coordinating meetings and liaising with attendees to ensure presence, advise of meeting clashes to enable resolution.
• Track Cost, Budget, and Revenue for Original, Current and Forecast evaluation on assigned Infrastructure Solutions Projects.
• Identify and fix Sales Orders accounting issues.

• Support projects in chasing information from managers required for progress reports.
• Complete confidentiality on commercial information, cost status and reports issued to senior managers that are not shared outside project level.

• Site implementation managers, Program Managers, visiting clients and 3rd parties and Vertiv Executives, other Departments’ Document controllers.

• Valid Driver's License required
• Up to 10% business trips

• Bachelor’s degree in business, Financial or Project Management.
• Minimum of 2 years of experience in project, manufacturing, or construction management.
• Ability to plan, set priorities, organize and coordinate work with others.
• Builds good relationships and demonstrates professionalism, diplomacy, and tact.
• Demonstrates good customer relation skills by providing prompt personalized service.
• Effectively handles stressful situations and meets deadlines.
• Ability to prioritize and be flexible to meet reporting deadlines.
• Simple and effective procedures.

• An administration qualification is an advantage; however, the ability to demonstrate previous experience in a similar position will be the minimum requirement.
• Advanced knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint.
• Smartsheet and Power
  
  BI knowledge is a bonus.
• ERP and/or CRM experience is a bonus.

• Support to Program Managers by documenting data on projects
• Track and record communication on projects
• Production/administration of reports to agreed milestones
• Creation and maintenance of comprehensive project documentation
• Management and archiving of key documents in a designated system
• Coordination of information requirements

Vertiv’s core principles and strategic priorities guide our work:
Safety, Integrity, Respect, Teamwork, Diversity & Inclusion;
Customer Focus, Operational Excellence, High-Performance Culture, Innovation, Financial Strength; and Behaviors such as Own It, Act With Urgency, and a Customer-First Mindset.

Vertiv is an Equal Opportunity/Affirmative Action employer. We promote equal opportunities for all with respect to hiring, terms of employment, mobility, training, compensation, and occupational health, without discrimination as to age, race, color, religion, creed, sex, pregnancy status, marital status, sexual orientation, gender…