A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
About the job Are you looking for a career path that challenges you to unleash your full potential? Look no further than Willbanks, the #1 Boiler Service company in Texas. Our family-owned business values diversity, inclusion, and innovation that creates a work environment promoting forward-thinking and creativity. Our people are what make us great and sets us apart from our competition.
Benefits:
Training Comprehensive tool packages Competitive compensation packages 401k plans We also value work-life balance and offer: Internal functions to get to know your coworkers on a fun level Internal sporting team, company clubs Holistic health coverage 10 paid holidays 120 Hours of PTO Memberships to professional organizations paid for by the company
ASTROS TICKETS!
MISSION
OF THE POSITION
The mission of the Project Administrator is to ensure the seamless execution, tracking, and support of all preventive maintenance and rental agreements through proactive coordination, accurate documentation, strong communication, and operational excellence. This role is critical in driving customer satisfaction, maximizing agreement retention, supporting revenue growth, and ensuring every agreement is executed efficiently, accurately, and on schedule while upholding the company's commitment to service excellence and accountability. Materials Coordination Functions Manage, schedule, and communicate all aspects of preventive maintenance and rental agreements. Analyze and interpret documentation such as equipment specifications, cost worksheets, inspection reports, and proposals. Generate and properly sequence service orders in alignment with executed Rental & Maintenance agreements. Proactively monitor agreement expiration dates and coordinate timely renewal discussions with the Rental & Maintenance Specialist and Sales teams to ensure service continuity and maximize contract retention. Identify and communicate cross-selling opportunities to the appropriate sales representatives during maintenance agreement execution. Source, procure, receive, and stage materials required for maintenance and rental agreements. Verify staged materials for accuracy in type and quantity to ensure readiness for execution. Collect and process Proof of Delivery (PODs) and invoices from field staff and accounting for projects, rentals, and maintenance activities. Track, monitor, and report progress on key maintenance agreement milestones. Review and approve billing processes related to agreements, ensuring compliance and accuracy. Coordinate invoicing with management to ensure timely and accurate financial transactions. Maintain organized records, ensuring all agreements are supported by complete and accurate documentation.
Requirements:
EDUCATION
High school diploma or GED required.
CERTIFICATIONS & LICENSES OSHA 10
Safety Training Certification preferred.
EXPERIENCE
One (1) to Two (2) years of administration experience required. Experience in project, warehouse, contracts, or service industry a plus TALENTS Ability to thrive in a fast-paced environment Team Oriented Written and Verbal Communication Microsoft Office Ability to lift 40lb is required
OUR CORE VALUES
Think Forward What got us here, won't get us there. Challenge the status quo. Anticipate. Lift up Encourage. Educate and elevate. Extend a helping hand. Do Right Do what you say. No Bullshit. Be Great Good is the enemy. Be the exception. Rise above. Go beyond. Bring Passion Love what you do. Motivate. Inspire. Have fun. Improve Today Be better. Make the world better.
