Supervisor, Project Administration

American Tower Cary , NC 27518

Posted 3 months ago

SUMMARY:

The Deployment Programs organization advocates and sponsors a more disciplined, consistent, and repeatable approach to project delivery, customer interface, financial controls, resource management, reporting, and technology utilization. Deployment Programs focuses on oversight, implementation, and execution of customized solutions to maximize profitability, efficiency, and longevity of assets.

The SupervisorProject Administration administers the life cycle of purchase orders ("POs"), project setups, and financial system alignment for the Site Development department. Working closely with Site Development, Accounting, Central Billing, Accounts Receivable, and Supply Chain department employees, the incumbent creates a systematic approach to managing PO requests, PO receiving, PO issue resolution, and PO reconciliation, as well as the logging of POs in a timely manner. The incumbent leads, manages, and oversees a team of Project Specialists responsible for the day-to-day operations for processing POs and maintaining systems critical to the Site Development department's success. The incumbent also ensures project setups and cancellations are managed appropriately and include all required information. The incumbent must establish strong and consistent communication methods and procedures to proactively inform and update all personnel involved in managing the custom programs that are executed by the Site Development department.

ESSENTIAL DUTIES:

  • Direct and lead a team of Project Specialists responsible for the processing and maintaining the entire PO process for the Services team, master lease agreements ("MLAs"), and vendor fees.

  • Create a proactive plan to obtain MLA fees using Siterra data to prioritize upcoming projects to drive receipt of MLA fees in advance of project completion.

  • Monitor the "Open PO" report and use Siterra data to reduce aging vendor POs, confirm invoicing when milestones are achieved, and ensure vendors are not invoicing before work has been completed.

  • Act as subject matter expert for all customer PO systems (e.g., Ariba) and pull reports and align them to internal systems to ensure POs are accounted for in a timely manner.

  • Collaborate with Central Billing and develop a program plan for reviewing incoming POs to ensure they are applied to the correct project and logged in a timely manner.

  • Work with Accounts Receivable and Collections teams to research all aging, rejected, and deleted invoicesusing both internal and customer systemsto determine root cause and complete corrective action.

  • Manage invoicing trigger for tasks not associated with automated invoicing and non-traditional customer programs to ensure milestones are billed properly and on time.

  • Define, implement, and maintain a systematic approach for both program and project setups; scope adjustments and project status changes for all product lines to include all information needed to manage Site Development business and ensure correct data for the organization.

  • Create consistent process and procedures for project closeouts, including review of cancelled costs, closing open POs, and completing any required steps in Oracle.

  • Work with the Senior ManagerProject Administration on all automation efforts for both PO request and PO receiving to become more operationally efficient.

  • Develop program governance needed to maintain revenue and cost budgets and work with Central Billing to ensure budgets are correct and in the properly categorized.

  • Analyze and distribute project-level spend information to ensure appropriate cost and labor allocations, reduce overspent projects, and ensure cost-to-budget requirements meet goals.

  • Maintain and ensure on a weekly basis system alignment between Siterra and Oracle for all project types and product lines.

  • Maintain effective communication practices and proactively provide key information to appropriate stakeholders throughout each program's entire life cycle.

OTHER:

  • Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

  • Lead and manage the performance of Project Specialists.

  • Create strong collaborative team environment.

  • Recruit, develop, and retain staff, partnering with Senior Management, Recruiting, and Human Resources. This includes on-boarding and orientation for new hires.

  • Provide disciplined performance management for team. Define and communicate annual goals, perform formal and informal performance reviews, and ensure changes and updates are communicated in a timely and professional manner.

  • Proactively identify and resolve personnel issues in conjunction with Human Resources.

QUALIFICATIONS:

  • Strong financial acumen and proven ability to synthesize data from multiple systems into a format that is easily understood by all impacted business units.

  • Proven experience managing budgets in financial databases (e.g., Oracle).

  • Forward thinking leader with the ability to analyze processes and procedures and develop sound recommendations for program improvements.

  • Proven ability to successfully impact business decisions based on information analysis and reporting.

  • Demonstrated expertise using Microsoft Excel, including pivot tables, VLOOKUPs, index match, and all formulas, to be able to analyze substantial amounts of data quickly and accurately.

  • Proven ability to manage conflict and proactively resolve issues.

  • Ability to navigate and negotiate complex business processes with stakeholders and process owners.

  • Ability to work effectively across many internal functional groups to optimize product offerings, create a seamless customer experience, and resolve issues.

  • Ability to estimate staffing requirements, including resource skills, and assemble a team and manage several projects concurrently.

  • Demonstrated success at identifying and synthesizing customer needs; ability to identify key contacts for follow up; excellent ability to communicate project and status updates to team and cross-functionally to ensure understanding.

  • Strong organization, planning, and management skills; ability to prioritize tasks for self and team to meet requirements and deadlines.

  • Proven problem-solving skills to effectively influence decision making during key negotiations.

  • Strong relationship-development skills resulting in long-term, mutually beneficial client relationships.

  • Self-motivated; able to work both independently to complete tasks and respond to department requests and with others to utilize their resources and knowledge to identify quality solutions.

  • Strong leadership skills; ability to drive and motivate team to achieve results.

  • Proven ability to work in a time-sensitive, high-volume environment.

EDUCATION AND EXPERIENCE:

  • Bachelor's degree or equivalent experience required.

  • Minimum of 3 years' industry experience managing POs and budgets required.

  • Minimum of 3 years of personnel management experience required.

  • Information management and data analysis experience required.

ENVIRONMENT:

Approximately 100% performed in climate-controlled internal office environment working under normal office conditions. Approximately 10% travel may be required in support of the position's responsibilities.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands and fingers to feel and handle, reach with arms and hands, talk and hear. While performing the duties of this job, the employee frequently is required to stoop, kneel and crouch, lift weight or exert a force up to a maximum of 25 pounds.


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Supervisor, Project Administration

American Tower