Project Management Assistant

Job Description

Our team is looking for a Project Management Assistant to join our team. The PMA team is responsible for processing contract requests for a large utility company. Contract requests include:

• Processing CREQs (contract requisitions): a request to initiate or procure a contract to engage a vendor.

• Processing CCRs (contract change requests): a request to change the terms of an existing contract with a vendor.

• Processing CPAs (contract payment authorizations): an internal approval that allows the utility to pay a vendor for work performed under an approved contract.

The Project Management Assistant (PMA) will work with Project Managers to enter these contract requests into their system. The Project Managers will send the PMA the information needed to enter the request, and the PMA is responsible for timely and professional communication with the Project Manager and detailed data entry. The PMAs are also responsible for resolving any data discrepancies if the information received is not consistent with other sources. The PMA acts as a crucial player on the project management team - ensuring that all projects are accounted for correctly! In summary, the day-to-day tasks are:

• Create and manage contract requisitions (CREQ) in AS8, including all project information found in proposals

• Create and manage contract payment authorizations (CPA) using AS8, including routing for approvals, managing invoices, and completing CPA checklists

• Follow up with project managers to ensure compliance and resolve discrepancies urgently

• Create and manage contract change requests (CCR) in AS8, including filling in project information and routing for approvals

• Process and execute project initiation and close-out tasks, including creating and managing work orders (WO), project IDs (PID), and service requests (SR) in AS8

• Finalize all CPAs and create CCRs to close out projects and contracts

• Ensure compliance with all project requirements and resolve any issues or concerns

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy:

Skills and Requirements

• Proven experience in a project administration, facilities administration, or data entry role. Similar experience would be creating requisitions, processing service requests, document control, or processing payments.

• Experience in a fast-paced environment where quality and speed are equally as important.

• Strong experience with systems like SAP, Oracle, Maximo, or Asset Suite 8.

• Experience in a project coordination role: tracking deliverables, managing shared documentation, and managing competing priorities.

• Customer service experience and strong communication skills.

• Punctuality, professionalism, and experience working as a team. - Experience with construction, engineering, or utility projects.

• Understanding of contracts and contract terms.