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professional services administrator

FACILITY MATRIX GROUP EMPLOYMENT OPPORTUNITY

TITLE: Professional Services Administrator

DEPARTMENT: Professional Services Department

LOCATION: Bloomfield Hills

REPORTS TO: Vice President Professional Services

I. BASIC FUNCTION

The Professional Services Administrator (PSA) primary responsibilities include assisting the Vice President of Professional Services and the Professional Services team in supporting the operations of the department; such as review timesheets for completeness and make sure on-time, organize the materials and furniture library, assign project numbers, order plotter, design board and departmental supplies, etc.

The PSA will also providing support on preparing presentations, proposals, reports and forms for professional service opportunities.

II. DUTIES AND RESPONSIBILITIES

A. Review (every other Monday) timesheets to ensure they are complete and project numbers are correct; vacation and personal time is correctly reported; according to the requests approved by the Vice President of Professional Services.

B. Bi-weekly generate reports on the billable and non billable time; and other reports on timesheets as required.

C. Keep account of the design department vacation and personal time; including a schedule to ensure we do not have too many people out of the office at one time.

D. Responsible to keep design supplies available for the plotter, printer, fax, color board materials, etc.

E. Communicate regularly with preferred vendors to ensure the library is current and the materials are available for design and sales. Coordinate vendor luncheon appointments for the team.

F. Organize the library so we have approved vendor sheets for all the manufacturers in a particular segment; such as rubber flooring or lounge seating. Be responsible to place new binders and samples into the library.

G. Responsible to keep finish samples and cut-sheets available. Also help the design team to order samples as needed and get unused samples back into their proper location.

H. Make redline revisions to professional proposals, presentation materials, forms, etc.

I. Help to organize and prepare for customer presentations, design meetings, company meetings, architectural luncheons, etc.

J. Data entry of programming data, change communication data and meeting notes. Be able to format information and create graphical documents for customer use.

K. Complete uknowit.com training courses as outlined in the FMG training matrix.

L. Occasionally may need to run errands to pick up food, beverages, props or other items for presentations, design meetings and other functions.

M. Perform other duties as assigned.

III. DELEGATION OF AUTHORITY

A. Personnel Authority
This position has no personnel authority for supervising or managing other personnel.

B. Financial Authority
This position has the authority to purchase goods and services such as standard supplies for the department as outlined by prior agreement or upon signed approved by the Vice President for Professional Services.

IV. WORKING RELATIONSHIPS

A. External Customers
Must be able to attend customer meetings when required. Must be able to schedule appointments and make follow up calls to customers on behalf of the professional services department.

B. Department Staff
Must provide internal support and assistance as requested. Priorities will be set by the Vice President of Professional Services

C. Internal Customers
Must work effectively in conjunction with the Professional Services department to assure the project requirements are met and the accuracy of information is maintained and processed according to established company procedures.

D. Vendors
Must foster and maintain good working relationships with vendor’s customer support departments and manufacturer representatives.

V. WORKING CONDITIONS

This job is performed primarily in our Bloomfield Hills, Michigan office. The work week is Monday thru Friday 8:00 am to 5:00pm with a one hour unpaid lunch from noon to 1:00pm. At times, the job requires a commitment to extended hours to meet deadlines.

VI. QUALIFICATIONS

A. High school diploma or GED required. Associates Degree or Bachelor Degree preferred.

B. Must be professional in appearance and able to interact with customers.

C. Must have general computer skill including the use of Microsoft Word, Excel, Outlook and PowerPoint. Adobe or other graphical technology skills are helpful, but not necessary.

D. Must have excellent proof reading and grammar skill.

E. Must have excellent organization and filing skills.

F. Must develop a knowledge and proficiency in our business system, CAP, and answering a multi-line telephone system.

G. Must be able to perform effectively under a minimum of supervision.

H. Must be able to work effectively as a team player on individual and group projects.

I. Must be open to accepting direction and constructive criticism as a means of gaining the knowledge and experience needed to effectively meet the customer and company requirements.