Administrative - Project Specialist

Job Description

This position supports the project requirements for the construction team with purchasing, invoice processing, general office support and other tasks as needed.

Essential Functions

• Responsible for reporting of all accruals on a monthly basis working with the projects team to ensure accuracy.
• Works with Projects team to request quotes and scheduling deliveries whenever necessary.
• Assists in the review process regarding Gan compliance software program and uploads contracts, bids on an annual basis.
• Reviews and requests lien waivers for all PO’s and invoices submitted to mitigate Ormat’s risk.
• Creating and managing PO’s and requisitions for the Projects team.
• Review, receive and resolve discrepancies on receiving documents and invoices.
• Monthly reporting of assigned projects involving the project managers and construction team.
• Site visits and/or deliveries as necessary.
• Collects, reviews and analyzes data and prepares reports.
• Maintains files, databases, and archives of relevant records.
• Schedules and coordinates meetings, travel, and other group activities.
• May manage expense reporting, invoicing, office supply inventory, or other routine processes.
• Assists in purchasing materials, supplies and services at the most favorable terms for the organization.
• Qualifies vendors, evaluates bids.
• Works with Vendors to obtain banking information for new vendor setups into system.
• Tracks purchases, monitors vendor quality, and maintains a current database of vendor information.
• Proactively identifies and works to resolve any site issues that may impede the project delivery.
• Work with the Logistics Department on transportation POs.

When assigned as Projects Specialist 3:

• Backup Office Manager on contract POs which includes working with legal department for approval of contracts.
• Assist with tax abatement reporting and date entry
• Assist in training and problem resolution to support the projects team.

Other Responsibilities

• Other duties and projects as assigned by management.

Education, Experience, and Skills Required

• Projects Specialist 3 – minimum of 2 years as a Projects Specialist 2
• The ability to understand procedures and instructions specific to the areas of assignment as would be acquired in three to four years of high school with 1 year of knowledge of administrative and office procedures.
• The ability and knowledge to operate a variety of standard office equipment.
• Must have the ability to work little or without supervision.
• Ability to analyze, gather and summarize data for reports and find solutions to various administrative problems.
• Must have a high level of interpersonal skills with the ability to handle sensitive and confidential situations.
• Must be able to establish priorities, have attention to details and the ability to meet deadlines.
• Professional appearance and telephone etiquette essential.
• Excellent verbal and written communication skills required.
• Must be able to use and acquire knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation. Must be proficient in MS Word, Excel, Power Point and use of the Internet.
• Must be able to communicate with other employees and read and write at a level that will enable to perform the work in a safe and efficient manner.

Physical Requirements

• The ability to work at a computer and computer monitor and use repetitive motion for long periods of time.
• The ability to occasionally lift up to 25 pounds.
• This position requires sitting 80% of the time and standing and walking 20% of the time.