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Project Support Specialist

Kalamazoo, MI

Posted: 12/14/2023 Industry: Project Management Job Number: 191490 Pay Rate: $25-$32 per hour DOE

Job Description

HKA Enterprises is unable to support C2C. 3rd party submissions and C2C requests will not be considered for any positions.

Role Summary:

The position is responsible for providing project support to the Capital Project Engineering leadership team and Project Managers. The Project Support Specialist must work well in supporting the entire team and ensure he/she understands the team roles and responsibilities, project deliverables and related dependencies. This position provides financial and project support to Project Engineering. Primary accountabilities are maintain project cost sheets, data entry, PO creation, Invoice verification, support and improve project engineering processes. The support accountabilities include timely and accurate response to a wide variety of requests. Interact with project engineering team members, management, and other peer enabling groups to establish and maintain requirements for assigned project support.

Role Responsibilities:

Capital Project Authorizations:

  • Assist with development and routing of electronic capital funding requests (eCPA's).
  • Facilitate requests for release of Contingency funding.

Procurement:

  • Initiate capital purchase orders, changes, and closures. Initiate work orders for assigned projects.
  • Complete documentation to confirm compliance with the Foreign Corrupt Practices Act (FCPA) when dealing with suppliers outside the US.
  • Complete Bid Exception requests where appropriate with input from the Project Manager.
  • Work closely with all suppliers, vendors, and Procurement on all capital purchases.
  • Expedite PO's and purchases as required.
  • Initiate and maintain vendor qualification documentation.
  • Maintain purchase order tracking logs and issue accrual guidance.
  • Provide follow up with suppliers to assure timely deliveries or be aware of delays that may impact project schedule.
  • Resolve discrepancies in PO's, between financial systems and with other enabling groups including GFSS, finance, procurement, EAMS.

Invoicing:

  • Work with suppliers to assure timely submittal and approval of invoices.
  • Expedite vendor and contractor invoices to help accurately reflect the value of receipts in capital cash flow.
  • Resolve invoicing discrepancies.

Shipping Receiving:

  • Facilitate capital receiving and storage.
  • Maintain receipt inventory for capital projects.
  • Manage capital receiving SharePoint site and communications.

Project Reports:

  • Maintain cost spreadsheets on all assigned projects and assist the Project Managers in accurate assessment of project status and forecasting, project fund dates, project closure dates, and other critical project information.
  • Ensure alignment between SAP project accounting and our portfolio manager database.
  • Support and manage cost controls for the broader team including area, driver, project manager, and other key site forecasts.
  • Support, develop, and create spreadsheets and presentations to support periodic reporting and repetitive meetings.
  • Ensure complete, accurate and timely reporting of project status and issues to the appropriate levels in the department.
  • Develop meeting agendas and presentations to support Engineering leadership.

Finance Functions:

  • Handle project closure for capital projects. This includes PO reconciliation, drawings reconciliations, creation of asset capitalization, GCR reconciliation, spare parts FFI verification, verification of RFPM set-up, and other tasks.
  • Support corporate procedures on capital and expense guidelines, corporate procurement guidelines, bid exceptions and other project management guidelines and practices.
  • Maintain confidentiality on bids, finances, and all other information.
  • Understand and facilitate taxation or no taxation on purchases per guidelines.

Engineering Business Process Systems:

  • Administer Project Engineering's SharePoint site.
  • Maintain all forms for Project Engineering and the Capital Project Management Process (CPMP).
  • Support, execute, and handle routing processes for CPA, Project Initiation Forms, Project Engineer assignments, Single Purchase Capital Requests (SPCR's), Project Change Notices, NOEM's, Contingency Requests, and other electronic routings.
  • Active participation on various departmental improvement and efficiency initiatives.
  • Identify suggested areas of improvement.
  • Communicate in a timely fashion all issues with potential impact on the commitments made in the CPA relative to budget available, commitments, forecasted spend, remaining to buy, known and unknown scope changes.
  • Ensure frequent and effective communication between the Project Manager, leadership team and all stakeholders.

Job Requirements

Qualifications:

  • Associate degree or equivalent in finance, accounting, engineering or a technical discipline.
  • Bachelor's Degree preferred Experience
  • Minimum of 3 years preferred finance, project management experience with systems such as Ariba, SAP, and the Capital Portfolio Manager (CPM).
  • Experience preferred as a financial analyst, accountant, administrative assistant, or other project supporting role.
  • Advance Excel skills including pivot tables, v-look up, etc. Strong knowledge of Microsoft Office suite of products.
  • Excellent oral and written communication skills. Strong interpersonal skills, teamwork and problem solving skills.
  • Strong knowledge of accounting, financial processes/controls, and project management.
  • Strong analytical and organization skills, capacity to quickly identify problems and structure solutions.
  • Ability to work in a fast-paced, deadline-driven environment with changing priorities.
  • Demonstrated ability to manage and prioritize a high number of activities accurately.
  • Ability to prioritize own workload according to project and organizational goals.
  • Work effectively without routine direction.
  • Good interpersonal skills.
  • Highly motivated self-starter, able to identify what needs to be done and then reliably see this work through to successful outcomes.

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Additional Information

HKA Enterprises is a global workforce solutions firm. If you're seeking a new career opportunity or project experience, our recruiters will work to understand your qualifications, experience, and personal goals. At HKA, we recognize the importance of matching employee goals with those of the employer. We strive to seek credibility, satisfaction, and endorsement from all of our applicants. We invite you to take time and search for your next career experience with us! HKA is an EEO Employer who participates in the US Citizenship and Immigration Services E-Verify Program.

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