Project Administrator

Who We Are

Hargrove supplies unparalleled services in engineering, procurement, construction management, and technical services in the industrial, commercial, and government sectors. With over 2,700 Teammates in 19 offices domestically and internationally, we build long-term support relationships in the energy generation, manufacturing, research and development, and process-heavy industry in on-site support arrangements, in plant-level small projects and consulting roles, and in larger capital projects.

Hargrove’s key operating principle is to provide the Right People, in the Right Place, at the Right Time. We believe that relationships and partnering together provide the best results and long-term benefits for our clients.

Work-life balance and flexibility are important areas of focus for Hargrove. We’re happy to discuss flexible working hours, patterns, and locations to suit you and the business.

What You'll Be Doing

Job Scope: Generally responsible for project administration including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout phase. Projects are typically outlined with specific guidelines and procedures.  This position is also responsible for overall department support, including but not limited to the leader and project managers for the specific discipline assigned to.  This work will be performed under general supervision.  

Primary responsibilities will include but are not limited to:

• Applying project management skills to facilitate collaboration between Quality Control (QC), Quality Assurance (QA), and lab operations.

• Coordinating timelines, resources, and communication to ensure smooth execution of quality-related initiatives.

• Supporting continuous improvement efforts and aligning lab operations with quality standards and compliance requirements.

• Assisting with Good Documentation Practices (GDP), including: Drafting and reviewing Standard Operating Procedures (SOPs) Preparing and organizing quality reports, Supporting documentation efforts aligned with the Quality Management System (QMS) Procurement & Financial Operations, Drafting and submitting requisitions for purchase orders, ensuring approvals and following up with Accounts Payable (A/P) and Procurement.

• Collaborating with A/P and Procurement to resolve vendor issues and Client system discrepancies.

• Completing Goods Receipts in SAP for purchase orders.

• Assisting with document control and training, supporting the team as needed.

• Supporting QC/QA and both labs with budget and finance; copied on budget forecasts for review.

• Monitoring purchase orders to ensure adherence to budget.

• Meeting with Finance to understand budgeting, forecasting needs, SAP codes, and site policies.

• Engaging with Procurement to resolve invoice issues.

• Communicating with vendors to ensure: Correct invoicing, Approved supplier status in computer system, Updated contact information

• Managing end-of-month accruals, communicating necessary actions to Finance.

• Tracking Service PO numbers and contracts.

• Assisting with audits as needed.

• Reviewing quotes and contracts for requisitions: Ensuring proper justification (SSJ) Approved suppliers, Correct plant site and service/material details, Creating amendments to POs to ensure sufficient funds for invoices.

• Ensuring vendor payments are processed to maintain certification, product, and service flow.

• Escalating issues to appropriate on-site personnel when needed.

• Assisting others in resolving PO issues.

• Quality & Lab Support Supporting QC and QA departments with ordering and operational needs.

• Auditing vendors to prevent duplicate or overbilling, ensuring adherence to contract pricing.

• Monitoring capital POs.

• Tracking lab standards, lab cylinders, and departmental spending (including sub-departments).

• Preparing end-of-year POs for the upcoming year or quarter.

• Managing bulk gas and cylinder logistics.

• Cross-Functional & Administrative Support Assisting other departments as needed.

• Providing backup support for personnel during absences.

• Proficient in SAP, Microsoft Office, Teams, Zoom, and Outlook.

• Performing basic office tasks: copying, binding, scanning.

Ideal Background

Education: High School Diploma or equivalent is required.  Advanced coursework is highly preferred.

Certification: No certification is required for this position.

Experience: This position requires 6 or more years of experience in providing administrative support, preferably in an industrial engineering environment.  

Required Knowledge, Skills, and Abilities:

• Knowledge and application of company standards.

• Knowledge and application of office administration procedures.

• Proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.

• Proficient in the use of Newforma, Deltek Vision and other software as needed.

• Extreme attention to detail.

• Excellent proofreading and grammar.

• Ability to communicate effectively, both verbal and written.

• Ability to maintain confidentiality in all areas.

• Ability to work in a fast-paced environment with extreme multi-tasking.

• Ability to prioritize effectively.

• Ability to accurately develop reports.

• Ability to maintain effective working relationships with teammates, clients, and vendors.

• Ability to listen and ascertain the needs of leaders, teammates and clients, and proactively approach these needs to meet critical timelines.

• Ability to find and communicate accurate information.

• Ability to work flexible hours as needed.

Physical Requirements:

• Ability to sit, stand or walk for long periods of time.

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Hargrove Culture

We work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe. 

Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.

As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including, paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates.

Equal Opportunity Employment Statement

Hargrove is an Equal Opportunity/Affirmative Action employer. We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.

Hargrove is a drug-free workplace.

The selected candidate must be authorized to work in the United States.