Project Administrator

Project Administrator

Keep projects moving. Solve problems. Connect the dots. We're looking for a highly organized, detail-oriented Project Administrator who enjoys keeping things on track and making sure the right information gets to the right people. In this role, you'll support Project Managers, internal teams, and customers by managing job data, supporting budgets and invoicing, coordinating information, and maintaining accurate customer orders. You'll play an important role in keeping project information accurate and projects moving forward. This means more than simply entering and maintaining data—you'll be expected to look closely at the information, recognize when something doesn't look right, research the issue, identify the root cause, and take action to help resolve it. You'll also support job setup, budgeting, invoicing, reporting, and customer order management.

This Role May Be For You If…

• You naturally notice when something doesn't look right and want to understand why.
• You enjoy digging into data, researching discrepancies, and finding the root cause of an issue rather than simply passing it along.
• You're proactive about identifying potential problems before they become bigger issues.
• You're highly organized and can manage multiple projects, deadlines, and competing priorities without losing sight of accuracy.
• You enjoy working with different teams and connecting the dots between information, people, and processes.
• You take pride in providing accurate, timely information that helps others make good decisions and keep projects moving.

Key Responsibilities

• Job & Budget Management
• Enter and maintain job information including job numbers, sub-jobs, purchase orders, revenue, payment terms, and ECNs
• Create and update job sheets: calculate and track job costs
• Enter task codes, labor hours, and material budgets
• Maintain accurate sales reporting for awarded jobs including production, die services, ECNs, and ITS
• Maintain organized job documentation including quotes, purchase orders, budgets, and project files
• Invoicing & Financial Tracking
• Track milestone payments and enter invoices into ERP system
• Upload and distribute invoices to customer portals
• Maintain invoice projection spreadsheets and assist with A/R communication
• Update customer contact information and assist with credit applications
• Production & Customer Support
• Enter and adjust customer orders and releases in the system
• Set up new customers and part information
• Coordinate delivery updates and order changes between customers and internal teams
• Maintain shipment tracking and support weekly reporting
• Reporting & Administrative Support
• Prepare monthly reports including sales, ECNs, invoicing summaries, booked orders, and projections
• Run job close reports and maintain documentation
• Maintain sales quote folders and job files
• Provide general administrative and organizational support for the team

What We Are Looking For:

• 3+ years of experience in project coordination, operations support, or manufacturing administration
• Strong Excel skills and experience working in an ERP system
• Experience supporting budget tracking, invoicing, or financial reporting
• Excellent attention to detail and organizational skills
• Ability to manage your time for multiple priorities with sometimes conflicting schedules and respond to requests from multiple teams in a professional manner.
• Experience in tooling, die, stamping, or manufacturing environments is helpful but not required

Physical Demands:

• Primarily requiring prolonged periods of working on a computer.
• Frequent data entry.
• Occasional walking, standing, bending, and reaching to access files or office equipment.
• Must be able to lift or move up to 15 lbs (e.g., binders, office supplies).
• Visual and auditory ability to work with computers, phone, and printed documents.

Who We Are

ArtiFlex Manufacturing designs and builds products and solutions for companies with tough challenges by employing people with a willingness and ability to be "Innovative. Problem Solving. Partners." We support and embody a vision of safely growing our people and unleashing their full potential because we see greatness in everyone we hire. Better products and services for our customers result from the dedicated development of our employees. That's our culture.

Benefits

We provide a full array of Health and Welfare plans including Medical, Dental, Vision, Disability & Life Insurance options, Flexible Spending and Health Savings Accounts, 401k with company matching, Paid Time Off, Holiday Pay, and Annual Bonus. Our employees additionally enjoy Tuition Reimbursement, Safety Shoe Compensation Program, Prescription Safety Glasses Reimbursement, Tool Purchase Program, Career Development, Training, Vehicle Purchase Supplier Discount, Company Events, Celebrations, and more! Employee Owned Eligible ArtiFlex employees are ArtiFlex owners with our Employee Stock Ownership Plan (ESOP). This is a qualified retirement plan.