Project Support Specialist

Aston Carter•Orlando, FL

10d•$28 - $32•Onsite

About The Position

The Project Reporting Specialist serves as a key operational and administrative support resource for Field Services and Outage Technologies & Processes. This role is strategically aligned to support field personnel, project stakeholders, and outage initiatives through document control, final field report processing, outage inventory audits, onboarding coordination, and continuous process improvement. The specialist enhances efficiency and accuracy across reporting and outage-related activities, while ensuring timely communication and adherence to contractual requirements.

Requirements

Strong document control skills with the ability to follow established archival and retention standards.
Proficient data entry skills, including working with PDFs and Excel for data compilation and reporting.
Advanced proficiency in Microsoft Office, including Microsoft Word and Excel.
Demonstrated administrative support experience in a busy workload environment.
Excellent organizational skills with the ability to manage a high volume of field reports and competing priorities.
Strong multi-tasking abilities and the capacity to meet deadlines consistently.
Effective communication skills to provide clear status updates and escalate issues appropriately.
Ability to build and maintain relationships with stakeholders across field services and outage-related functions.
Comfort working in or supporting power generation or outage-related operations.

Nice To Haves

Experience supporting field services, outage technologies, or similar operational environments.
Familiarity with technology audits, inventory management, or equipment tracking processes.
Experience coordinating onboarding activities in collaboration with training or HR functions.
Ability to coordinate vendor orders, including clothing and branded items, with attention to detail and accuracy.
Experience managing or maintaining standard operating procedures, work instructions, and job aids.
Ability to analyze data from various platforms and prepare clear, concise reports.
Experience participating in process improvement initiatives and contributing to continuous improvement efforts.
Strong attention to detail and a proactive approach to problem-solving.
Willingness to participate in both virtual and in-person interview rounds as part of the selection process.

Responsibilities

Process Final Field Reports, review and compile documentation to ensure all requirements are met, and route reports based on the completeness of the documents.
Build and maintain strong working relationships with all stakeholders involved in the Final Field Reports process.
Actively track the queue of Final Field Reports and work to reduce turnaround time by following up with individuals and escalating issues when necessary.
Maintain turnaround times for Final Field Reports to ensure they remain contractually under 30 days.
Continuously improve processes and communications related to Final Field Reports to enhance efficiency and clarity.
Communicate awareness of and escalate Final Field Reports that are contractually past due to appropriate stakeholders.
Create, maintain, and effectively communicate weekly Final Field Report status updates to stakeholders.
Own, implement, maintain, train, and facilitate all Standard Operating Procedures (SOPs), Work Instructions (WIs), and Job Aids (JAs) associated with Final Field Reports.
Assist in the construction, management, and storage of physical drawing books required for outages.
Prepare technology audits before or after each outage season, locate lost or missing items, and communicate required replacements.
Participate in pre-outage planning and implementation meetings as required to support outage readiness.
Follow document control, archival, and retention processes in accordance with department and corporate standards.
Align the onboarding process for new hires with the training department to ensure a smooth transition into the organization.
Aid in the coordination of clothing orders with subcontractors, ensuring accuracy when placing orders with vendors.
Assist with clothing bundles and the revamp of webstore items owned by Outage Services, including ensuring webstore accuracy and creating and reporting on surveys conducted for the webstore.
Support branding initiatives and promote document control awareness across the department.
Utilize technology to enhance work efforts, analyze data, and prepare reports that accurately represent data obtained through various platforms.
Participate in and facilitate department and project initiatives as needed.
Actively support the continuous improvement of processes and procedures within the team.