Associate Project Administrator

20805 Eaton Ave Farmington, Minnesota 55024-7932 Brief Summary Of This Position This position is an individual contributor role that acts as the main coordinator between Valmont and our OEMs (Original Equipment Manufacturers) / representatives and customers in areas of requests for quotations, accepting and processing orders, computing accurate prices, maintaining management-directed margins, negotiating price and delivery to obtain orders, handling all quote and order related issues for our customers. Essential Functions This position reports into a Project Administrator Supervisor and has no direct or indirect reports. Process quotes and/or orders on a timely basis and monitor flow through various departments, including expediting when required. Develop a complete understanding of the quote and order entry systems and all the process and procedure changes that occur. Ensure recommended margin levels be met on all quotations. Be helpful and provide alternatives in resolving customer issues. Be a solution provider with all who receive prices or place orders. Establish and maintain a reliable working relationship between the regional team, factory and the OEM / representative. Evaluate and re-price quotes and orders when changes are made or negotiations take place. Expeditiously resolve problems as they occur both internally and externally. Verify orders received against quote and contract documents, enter and schedule orders and maintain open communication with OEMs / representatives and customers as to the progress of orders. Manage and communicate specifics for all assigned quotations including the initial review and summarization through follow-up activities. Establish and maintain customer master files on all assigned accounts to provide timely information, minimize quotation and order turnaround time, and to maximize accuracy and effectiveness. Implement and practice company policies on warranty, quality, and shortage items. Determine least cost approach that will satisfy customers on all field complaints. Work with the appropriate Field Service Specialist when required. Minimize company exposure on all field labor claims. Cross-train and provide backup support for administrative functions as needed to maintain operational continuity during team member absences. Available for 5% domestic travel. Other Important Details About The Role The Associate Project Administrator is the focal point for all assigned quotation functions from the initial request through final disposition of the completed quotation and any subsequent revisions. This position also coordinates all administrative functions of the customer service / order management process from entry to final shipment of the product. The incumbent may have strengths in quotation functions and/or customer service. These strengths will be utilized in order to accommodate customer needs and to process work effectively. The incumbent must coordinate with the Pricing Department and the Sales Department to follow-up and negotiate on quotations and communicate the results. This person is also responsible for informing the Sales team of potential leads and activities in the various regions. Information on the quotation must be accurate and complete as this is used for order processing by other departments. The Associate Project Administrator will communicate and interact regularly with their regional team as well as all functional departments within the division in order to promote firm and fair customer satisfaction on all issues according to established policies and procedures. This position deals with department managers on clarification and implementation of policy and procedures. Required Qualifications Bachelor’s degree in a relevant field preferred; Associate’s degree with 3+ years of experience or 5+ years of relevant quality experience accepted. Minimum of three years of experience in customer service, sales, or telemarketing. Ability to maintain required professional competencies, certifications, and licenses necessary for the role. Strong interpersonal, verbal, and written communication skills with a client-focused approach. Proven ability to exercise independent judgment and discretion. Positive, professional attitude with the ability to perform in a high-volume, fast-paced environment and meet deadlines. Advanced problem-solving and analytical skills with strong attention to detail and numerical accuracy. Team-oriented with the ability to collaborate effectively across departments. Proficient in Microsoft Excel, Word, and Outlook; experience with Universe and/or IFS systems preferred. Self-starter with excellent organizational skills and the ability to manage multiple priorities concurrently. Strong understanding of customer specifications, product end use, and related manufacturing processes. Demonstrated accuracy in order entry and data management. Highly Qualified Candidates Will Also Possess These Qualifications Bachelor’s degree with an emphasis in Business, Marketing, Construction Management or related field. Knowledge of lighting, traffic, communications, or sign structure products or industries is preferred. Experience working in a manufacturing environment or with a manufacturing company in a customer service capacity is preferred. Ability to understand and analyze engineering details, project plans, and specifications. Knowledge of products offered, material requirements, and methods used to meet these requirements efficiently. Working Environment And Physical Efforts Work is typically performed in an office setting. The incumbent is regularly required to sit for extended periods of time, as well as talk and listen on the phone and in personal conversations or meetings. Environment is fast paced and demanding most of the time. No travel requirements for this position. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms while working in the office with various files and forms and while working on the computer. The employee is occasionally required to move about the office. Incumbent must utilize proper ergonomic safeguards such as monitor height and positions, keyboard location and height and proper wrists rests. The employee must occasionally lift and/or move up to 15 pounds in working with large files, binders, and computer equipment. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception. Benefits Healthcare (medical, prescription drugs, dental and vision) 401k retirement plan with company match Paid time off Employer paid life insurance Employer paid short-term and long-term disability including maternity leave Work Life Support Tuition Reimbursement up to $5,250 per year Voluntary programs like tobacco cessation, Type 2 diabetes reversal, one-on-one health coaching, mortgage services and more. EEO & Disability Accommodation Statement Valmont does not discriminate against any employee or applicant in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, veteran status, disability or any other characteristic protected by law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 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