Project Management Admin

Essential Duties and Responsibilities

Note: This list is not all-inclusive and may be expanded to include other duties as management deems necessary.

Project & Administrative Support

• Assist project managers with scheduling, documentation, and status tracking.
• Help Maintain project files, timelines, and deliverables using project management tools.
• Take meeting notes (e.g., Gates Meetings), distribute action items, and schedule follow-up meetings.
• Run and manage small projects (especially if not handled by Customer Service).
• Support general department organization and formatting of department initiatives.
• Assist with fire drills and other safety-related coordination.
• Assist with filing and document organization.

Epicor ERP Support

• Enter and update data in Epicor (e.g., job creation, purchase orders, inventory adjustments).
• Set up all I, S, SU, SW jobs in Epicor.
• Cut purchase orders for subcontractors and rental equipment at the direction of the PM team
• Add and receive PO line items.
• Approve invoices and process change order additions.
• Run standard reports and assist with data validation.
• Support time entry and job costing processes.
• Liaise with Finance and Operations teams for Epicor-related inquiries.

Fleet & Service Vehicle Coordination

• Maintain records for company service and fleet vehicles, including registration, insurance, and maintenance schedules.
• Manage fuel cards (e.g., WEX), mileage tracking, and shipping of vehicles.
• Support onboarding/offboarding of vehicles for employees and departments.
• Maintain fleet spreadsheets and checklists (e.g., I-Pass, Pike Pass, registration renewals, emissions testing).
• Remove outdated entries (e.g., Lexi) from fleet tracking tools.

Service Manual & Installation Package Support

• Create and print service manuals and spare parts lists.
• Review customer agreements for specific requirements (e.g., manuals, drug testing).
• Print and prepare work packages for the install team:
  • GA Drawings (D Size)
  • Install/Assembly Drawings (include instructions and sequence of operations if applicable)
  • Factory Acceptance Test documents (when applicable)
  • Service Scope (e.g., I Auditor)

Customer Service Support

• Provide overflow support for Customer Service Representatives.
• Enter basic quotes and orders as needed.
• Provide backup coverage for the BCT front doorbell.
• Assist with filing and document organization.

Other Duties

• Perform all other duties as assigned.
• Actively support and promote BCT’s culture and core values.