Project Assistant - Level III - Sales

In this role, you will make an impact in the following ways:

• Support project managers and sales teams by coordinating project activities, maintaining documentation, and tracking key deliverables.

   

• Manage project records, dashboards, reports, and databases to ensure data accuracy and timely communication of project status.

   

• Assist with preparing and processing customer submittals, drawings, purchase details, and other project-related documentation.

   

• Help identify, track, and resolve project issues while maintaining effective communication with stakeholders.

   

• Support project planning activities, including timelines, schedules, budget tracking, and administrative tasks.

   

• Collaborate closely with outside sales teams to ensure project information is complete, organized, and accurately maintained.

   

• Facilitate documentation of project learnings, best practices, and process improvements.

   

• Maintain project notes, records, and communication updates to support successful project execution.

   

• Demonstrate strong attention to detail while managing multiple priorities in a fast-paced environment.

   

• Work independently with minimal supervision while maintaining a high level of organization and accountability.

Key Responsibilities

• Provides administrative and project coordination support to project managers and sales teams.

   

• Assists with maintaining project plans, schedules, dashboards, reports, and status updates.

   

• Tracks project tasks, deliverables, risks, and action items while ensuring follow-through and accountability.

   

• Supports budget tracking, research activities, and project-related reporting.

   

• Maintains project files, databases, documentation, and records with a high degree of accuracy.

   

• Processes daily submittals, drawings, purchase details, and supporting documentation.

   

• Collaborates with internal stakeholders and outside sales teams to support business objectives.

   

• Monitors project activities and communicates updates regarding project progress and milestones.

   

• Supports continuous improvement initiatives and the sharing of lessons learned across teams.

   

• Assists with coordinating project logistics and administrative activities as required.

Responsibilities

• Competencies: 
   
• Communicates effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
  
   
• Customer focus - Building strong customer relationships and delivering customer-centric solutions.
  
   
• Manages complexity - Making sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.
  
   
• Manages conflict - Handling conflict situations effectively, with a minimum of noise.
  
   
• Plans and aligns - Planning and prioritizing work to meet commitments aligned with organizational goals.
  
   
• Resourcefulness - Securing and deploying resources effectively and efficiently.
  
   
• Project Issue and Risk Management - Manages the process to identify, assess and prioritize issues and risks using recommended tools and disciplines. Drives actions to minimize, monitor and control risks and issues and to maximize the most positive outcomes possible. 
  
   
• Project Management - Establishes and maintains the balance of scope, schedule and resources for a temporary effort (a “project”). Ensures results/impact from temporary effort are fully realized as possible.
  
   
• Project Resource Management - Develops resource (expense and headcount) plans using recommended project management tools and processes to manage resources effectively.
  
   
• Project Schedule Management - Manages the planned schedule using the recommended schedule management tools and processes to drive completion within the agreed timeline.
  
   
• Project Scope Management - Manages a list of project deliverables (scope) using the recommended project management tools and processes to ensure that the project includes all the work required and only the work required to complete the project successfully.
  
   
• Adapts to target audience - Explains complex topics (significant technical data, subject matter expertise, etc.) in such a way that the target audience (e.g. sales professionals, customers, training vendors, etc.) can understand, retain, and use the information
  
   
• Integrates Customer Perspective - Incorporates an understanding of the customers' perspective on our products and sales efforts to develop sales content that improves our ability to meet their needs and increase revenue.
  
   
• Values differences - Recognizing the value that different perspectives and cultures bring to an organization. 
  
  Education, Licenses, Certifications: 
  High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.
  
  College or equivalent degree preferred.
  This position may require licensing for compliance with export controls or sanctions regulations. 
  
  Experience: 
  Requires significant relevant work experience or specialized skills obtained through training or on-the-job experience.

Qualifications

ore Responsibilities

1. Create and Maintain Customer Submittals

• Prepare accurate, complete, and professional customer submittal packages by compiling product specifications, drawings, and supporting documentation based on project bill of materials and engineering requirements.

2. Coordinate Cross-Functional Project Documentation

• Collaborate with Project Managers, Engineering, Sales, and other internal stakeholders to obtain, validate, and organize project documentation while ensuring submittals are delivered accurately and on schedule.

3. Manage Multiple Projects and Priorities

• Independently manage a high-volume workload by prioritizing competing deadlines, maintaining organized project records, communicating project status, and proactively resolving documentation issues to support successful project execution.

Preferred Qualifications 

• Highly organized with exceptional attention to detail.

• Strong written and verbal communication skills.

• Ability to work independently and effectively manage multiple priorities in a fast-paced environment.

• Proficient in Adobe Acrobat Pro (required).

• Experience with Salesforce (preferred).

• Technical knowledge of power generation products (preferred).