Project Reporting Specialist

IS International Services•Orlando, FL

11d•Onsite

About The Position

The Project Reporting Specialist will be responsible for processing Final Field Reports, ensuring all requirements are met, and maintaining relationships with stakeholders. This role involves actively tracking report queues, reducing turnaround times, and improving associated processes. The specialist will also be involved in creating and communicating status updates, managing Standard Operating Procedures (SOPs), Work Instructions (WIs), and Job Aids (JAs). Additional duties include assisting with physical drawing books, preparing technology audits, participating in pre-outage planning, and adhering to document control standards. The role also supports onboarding, clothing orders, webstore management, and utilizing technology for data analysis and reporting. Continuous improvement, participation in initiatives, and professional development are key aspects of this position. The role requires occasional overnight travel.

Requirements

Associate degree from an accredited institution with at least two (2) years of related experience and/or training is preferred. An equivalent combination of education and experience will be considered.
Ability to read, analyze, and interpret and communicate general business metrics and procedural documentation.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and vendors.
Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Capability of working alone or on projects with others.
Organized, uses deductive reasoning, and can assess the situation with the global view.
Provides a solution when a problem arises.
Capability to make judgment decisions based on specifications or technical requirements.
Knowledge of databases, project management, spreadsheet, word processing software, and electronic mail.
Competency in Microsoft Office (Word, Excel, Visio, Power Point, and Outlook) software.
Expertise in Excel especially with creating and maintaining formulas and macros.
Proficient in Adobe Pro software with the editing tools and merging documents.
Familiarization with Change Management Systems (CMS) and Document Management Systems (DMS) such as SharePoint, SAP, Smartsheet, Windchill, etc.

Responsibilities

Process Final Field Reports and perform reviews and compilation to ensure all requirements are met, and route based on the completeness of the document.
Build and maintain relationships with all stakeholders within the Final Field Reports phases.
Actively track the queue of Final Field Reports and work to reduce turnaround time by activities such as following up with individuals and escalating where necessary.
Strive to maintain the turnaround time to ensure they are contractually under the 30 days.
Continually work to improve processes and communications encompassing the Final Field Reports.
Communicate awareness and escalations of Final Field Reports that are contractually past due.
Create, maintain, and effectively communicate Final Field Report status updates to stakeholders on a weekly basis.
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 as 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.
Follow the document control, archival, and retention processes per department and corporate standards.
Align the onboarding process of the new hires with the training department to ensure a smooth transition.
Aid in the coordination of clothing orders with the subcontractor(s), ensuring accuracy when ordering with the vendor.
Assist with the clothing bundles and revamp of the webstore items owned by Outage Services, which may include: Ensuring accuracy of the webstore; Creating and reporting on surveys conducted for the webstore.
Support branding and document control awareness.
Utilize technology to enhance work efforts, analyze data, and prepare reports that represent the data obtained through various platforms.
Participate and facilitate department and project initiatives.
Actively support the continuous improvement of processes and procedures.
Participate in training courses and programs as they relate to overall business and personal development, as well as product related developments.
Perform other such duties as may be required.
Comply with all safety policies, practices and procedures reporting all unsafe activities to Management and/or Human Resources.
Participate in proactive team efforts to achieve departmental and company goals.
Contribute to building a positive team spirit.
Communicate effectively with subordinates and management at all levels.
Protect confidential information by not communicating, disclosing to, or using for benefit of third parties.
Comply with all company policies and procedures.
Maintain a good status of your drivers license and passport.
Maintain the highest degree of honesty and integrity at all times.