Program Office Administrator

Description

Position Summary

The Program Office Administrator is responsible for supporting the Field Supervisors and handyman technicians to ensure projects are accurately documented, completed on time, within budget, and delivered to the highest quality standards. The POA maintains, develops, and updates all projects within the ERP system to ensure accuracy and consistency. The POA monitors project lifecycle from initial dispatch through completion and final client invoicing. The POA will provide comprehensive administrative support to office staff and field teams to support operations and workflow continuity.

Key Responsibilities

• Provides a wide range of administrative support to management, including coordinating office communications, tracking budgets, processing purchasing activities, managing scheduling and workflow, and completing office documentation. 
• Assists with financial transactions and control procedures, including processing expenditures, purchase order, budget transfers and supporting AP and AR department functions
• Perform accurate data entry and maintain project records within the ERP system to ensure data integrity and support project tracking.
• Coordinate vendor information with relevant stakeholders and ensure timely entry of vendor invoices and supporting documentation into designated systems.
• Create, maintain, and monitor project dashboards to support visibility into project status, performance, and key metrics
• Manage team credit card expense processing and timely submissions of job costing information to support accurate financial reporting. 
• Compile and distribute weekly accounting reports for submission to corporate office in accordance with reporting deadlines.
• Support the set-up, tracking, and updates of projects in project management systems in collaboration with Field Supervisors.
• Coordinate file review meetings to ensure all required documentation is complete, accurate, and up to date. May partner with Mitigation Managers as needed to ensure timely submission and review of job files.
• Other duties as assigned to support operational and administrative needs.

Skills/Traits/Competencies

• Administrative and Accounting: Demonstrated experience performing a range of administrative and accounting responsibilities.
• Organization: Demonstrates strong attention to detail while effectively managing multiple priorities in a fast-paced environment. 
• Communication: Excellent written and verbal communication skills. Ability to follow verbal and written instructions. 
• Email Management and Task Execution: Effectively processes emails and completes tasks promptly, accurately, and professionally while maintaining clear communication and attention to detail.
• Learning Agility and Growth Mindset: Demonstrates a strong willingness to learn, adapt, and develop new skills.
• Positive Attitude and Sense of Urgency: Demonstrates an optimistic, solution-oriented mindset while consistently approaching tasks with focus, energy, and accountability.

Benefits

• Medical
• Dental
• Vision
• EAP
• STD/LTD
• Basic Life and AD&D
• Voluntary Life
• Supplemental: Accident, Critical Illness, Hospital Indemnity
• Cell Phone Stipend
• 401(k)
• Paid Time Off
• Paid Holidays

Watterson is an Equal Employment Opportunity and E-Verify employer.

Disclaimer: This job description is intended to outline the general nature and level of work performed by employees in this role. It is not designed to contain or be interpreted as an exhaustive list of all duties, responsibilities, or competencies. Employees may be directed to perform job-related tasks other than those specifically presented in this description based on business need.

Requirements

Experience/Education/Qualifications

• 1-2 years’ office management experience or relevant experience required
• 2-3 years of experience preferred.
• Proficiency in Microsoft Office (Word, Outlook, Excel) and other general computer software.
• Experience working with Project Management Software.
• High school diploma or GED equivalent required.

Physical Requirements:

• Prolonged periods of sitting.
• Ability to operate a computer