Critical features of this job are described under the headings below.  They are not meant to be all inclusive and are subject to change at any time due to reasonable accommodations or other business reasons.

 

General Purpose of the Position:

Project Administrators are accountable for all health, safety, environmental, and quality programs and policies for IGS. Provide general project focused support to operations. Supports IGS strategic growth objectives through execution of quality projects that directly impact the scalability and efficacy of IGS. Works under the direction of the associated Project Manager of the project or Operations or Regional Manager.  

 

Critical Success Factors:

 

Project Schedule

• Discuss deadlines and arrival times with project manager
• This impacts training schedule pre-project, flight arrangements and hotel accommodations

Pre-Project Preparations

• Understand client needs and requirements
• Communicate compliance or concerns with project manager
• Timely follow-up on outstanding site requirements or action items

Communication

• Available and responsive to all forms of communication project related, including after

hours or weekends as needed, especially during busy seasons

• Update project manager and leadership on impactful changes
• Communicate with project crew on necessary documentation or actions needed, as well as updates impacting project schedule

Teamwork

• Must be willing to work with a diverse group of employees
• Take initiative action in supporting team goals and assignments

Essential Duties and Responsibilities:

• Regularly audit job files including project closeout checklists and documentation completeness and accuracy.
• Audit personnel certifications (TWIC cards, passports, technician certification, etc).
• Employee skill development (Talent LMS)
• Complete a regular inventory of work-related clothing gear (eg. Coveralls and work t-shirts). This should occur at least three times per season
• Issue IGS clothing for field personnel and update Flied Clothing Tracker
• Order work-related clothing gear on a seasonal basis, and as needed
• Update employee documents in ADP & Field Services and other platforms  (passports, TWIC, certifications, etc).

Pre-Site Coordination

• Client Badge Applications
• Client Safety training courses
• Confirm validity of previous training for a repeat client site
• Mobilization plan
• Completed and submit mobilization bonus request
• Travel logistics (flights, transport, lodging)
• Book flights to project
• Book rentals cars, buses, trucks or other transportation
• Setup accommodations
• Create Project Work book for project manager
• Background check and drug screening (if required by client)
• Request work permits for foreign countries (does not apply to NAM Project Admins)
• Complete and submit visa applications for work in foreign countries
• Confirm validity of employee documents needed for client site (driver's license, visas, TWIC cards, passports, OSHA 10, etc.)
• Determine PPE needs for crew (coveralls, t-shirts, etc).

On Site Support

• Time management of ADP
• Add in per diem codes for days worked in ADP
• Cost tracking (hours worked, flights, rental cars, accommodations, consumables, etc.)
• Pick up/drop off transportation to and from airport as needed
• Coordination of laundry services for coveralls
• Purchase and pickup consumables as needed or requested by project manager
• Evaluation distribution and collection
• Handle all hotel & rental car related issues
• Keep site office clean and organized
• Provide HR support as needed
• Demobilization plan (booking return flights from project)

Post Job 

• Scan project book documents
• Check each document for completeness and accuracy
• Send Counseling/Misconduct to HR department and Field Service Director
• Complete project closeout checklist in job folder in Field Service
• Close out personnel expense report for items related to project

Skills and Abilities Required:

• Strong organizational and planning skills
• Superior attention to detail
• Knowledge of IGS policies and procedures
• Effective communications and interpersonal skills to coordinate with others within and outside of the company
• High level of self-sufficiency and initiative
• Strong Microsoft Office computer skills
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
  • Microsoft Word
• Willing to lead and or follow in a Team Based environment
• Understand cost management and optimization of expenditures
• Ability to work in an industrial environment
• Ability to meet customer pre-access requirements such as occupational health examinations, training requirements, drug screens, background searches, etc.

Contacts:

• Significant daily contact with both internal and external customers, vendors, etc.
• Significant support to Senior Management, Operations & Administrative Personnel
• Contact with embassies
• Contact with client administrators
• Contact with safety organizations
• Contact and coordination with IGS Safety Manager
• Direct contact with project team including project manager, team leader and technicians

Decision/Judgment:

• Decisions are guided by a general understanding of the company's mission, vision, IGS Way Values framework, standards of operation and mutually determined strategies and objectives
• Cost conscience decisions for project expenditure.  Consider importance of cost versus schedule and priority based on project success.
• Demonstrate a strong "customer service" attitude regarding communication and project completion through balanced updates and maximization of productivity
• Understand which decision makers are to be brought into any particular issue outside of your control

Effort/Working Conditions:

Job is performed primarily in a typical office environment, with no unusual physical requirements.

Job is performed in field office with exposure to field safety and work conditions.

Some flexibility is required including occasional overtime to meet season or other peak workload demands.  Some travel required to support field project needs

Education and Experience Required:

• Bachelor's degree or equivalent knowledge is preferred but not required
• Related experience of at least 3-5 years is required
• On the job training for a person with the required education and experience will take approximately 3-6 months.

Addendum: Project Administrator

Country: India

Reports to: Operation Lead- India

July 2026

1. General Purpose of Description:

Project Administrators are accountable for all health, safety, environmental, and quality programs and policies for IGS. Provide general project focused support to operations. Supports IGS strategic growth objectives through execution of quality projects that directly impact the scalability and efficacy of IGS. Responsible for supporting the project team to achieve effective execution of IGS Environmental Solutions projects in accordance with SOP's and quality control procedures. Works collaboratively within department and with other departments to ensure projects are appropriately resourced and executed in an on-time, according to scope. Supports IGS strategic growth objectives through execution of quality projects that directly impact the scalability and efficacy of IGS.

2. Essential Duties and Responsibilities:

• Regularly audit job files including project closeout checklists and documentation completeness and accuracy.
• Complete a regular inventory of work-related clothing gear (eg. Coveralls and work t-shirts). This should occur at least three times per season
• Order work-related clothing gear on a seasonal basis, and as needed
• Ensure inventory management in warehouse.
• Communicate with sub-contractors & suppliers for expediting services and supplies
• Ensure project specific HR-IR compliance post project completion to support invoicing
• Update employee documents in ADP (passports, TWIC, certifications, etc)
• Accountable for ensuring that projects are conducted in a safe manner and in accordance with all IGS and customer specific safety standards and procedures
• Responsible for ensuring all standard operating procedures are followed
• Ensure profitable project execution through effective planning, efficient use of consumable resources and minimizing waste
• Acts as the direct interface of IGS with the customer; conduct is of a professional manner at all times
• Understands how losses in efficiency, consumable usage and waste effect gross margin of the project
• Manages work flow through department, external vendors and other internal departments to gain both effectiveness and efficiency
• Performs all reporting and administrative tasks in an expedient and accurate manner

Project Schedule

• Discuss deadlines and arrival times with project manager
• This impacts on training schedule pre-project, badge arrangements and hotel accommodations at site
• Ensures smooth entry & exit of materials/tools/equipment's in client premises.

Pre-Project Preparations

• Understand client needs and requirements
• Communicate compliance or concerns with project manager
• Timely follow-up on outstanding site requirements or action items

Communication

• Available and responsive to all forms of communication project related
• Update project manager and leadership on impactful changes
• Communicate with project crew on necessary documentation or actions needed, as well as updates impacting project schedule

Teamwork

• Must be willing to work with a diverse group of employees
• Take initiative action in supporting team goals and assignments
• Logistic matter expert in INDIA. Support EXIM group for equipment transit in or out of INDIA

Project Management

• Scheduling - works closely with Engineering and Manufacturing to determine product fabrication timelines, delivery
• Assists with generating project plan summarizing schedule of events and ensures team and other key parties are aware of plan, timeline and deliverables
• Ensures project deliverables are being met according to scope and schedule
• Main Point of Contact with IGS Operations team to ensure Operations is aware of project timelines, deliverables and coordinates resource requirements between the warehouse, shop and field services personnel
• Oversees and/or performs purchasing activities for the department including working with IGS Supply Chain manager to ensure vendor management activities are optimized and cost savings efficiencies are gained across IGS when possible
• Assist as needed in generation of proposals and marketing material
• Organizes material transport/shipping between vendors, the IGS warehouse, and/or client sites
• Responsible for internal data organization (server or sharepoint)
• Assist with field support activities as needed

Pre-Site Coordination

• Client Badge Applications
• Client Safety training courses
• Mobilization plan under Operation Lead's guidance
• Travel logistics (transport, lodging)
• Book rentals cars, buses, trucks or other transportation
• Setup accommodations
• Create Project Work book for project manager
• Background check and drug screening (if required by client)
• Determine PPE needs for crew (coveralls, t-shirts, etc).
• Material entry and exit at client's premises

On Site Support

• Cost tracking (Purchases, rental cars, accommodations, consumables, etc.)
• Pick up/drop off transportation to and from airport as needed
• Site purchases
• Coordination of laundry services for coveralls
• Purchas and pickup consumables as needed or requested by project manager
• Evaluation distribution and collection
• Provide HR support as needed
• Demobilization plan
• Permit issuance

Post Job

• Scan project book documents
• Check each document for completeness and accuracy
• Send DSO's/Near Misses/First Aid/ JSA's, etc., to the safety department
• Complete project closeout checklist in job folder in dropbox
• Close out personnel expense report for items related to project

3. Skills and Abilities Required:

• Strong organizational and planning skills
• Attention to detail
• Knowledge of IGS policies and procedures
• Effective communications and interpersonal skills to coordinate with others within and outside of the company
• High level of self-sufficiency and initiative
• Strong Microsoft Office computer skills
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
  • Microsoft Word
• Willing to lead and or follow in a Team Based environment
• Understand cost management and optimization of expenditures
• Ability to work in an industrial environment
• Ability to meet customer pre-access requirements such as occupational health examinations, training requirements, drug screens, background searches, etc.
• Must adapt standard industry and professional practices applicable to Project Management and/or administration to proprietary IGS processes
• Ability to apply predict and service solutions to meet or exceed customer specific needs and expectations
• Strong ability to schedule and prioritize project deliverables
• Ability to create and administer project plans
• Demonstrated knowledge of IGS policies and procedures
• Basic knowledge of safety, health and environmental regulations
• Effective reporting and organizational skills
• High level of self-sufficiency and initiative
• Proficient computer software skills including MS Outlook, MS Word, Excel & Project Software
• Strong interpersonal skills to build and maintain relationships
• Excellent oral and written communications skills
• Excellent listening skills
• Understand cost management and optimization of expenditures
• Knowledge of IGS lines of business, including technical and service capabilities
• Ability to work in an industrial environment
• Ability to travel as needed to work onsite at customer locations
• Ability to meet customer pre-access requirements such as occupational health examinations, training requirements, drug screens, background searches, etc.

4. Contacts:

• Significant daily contact with both internal and external customers, vendors, etc.
• Significant support to Senior Management, Operations & Administrative Personnel
• Contact with client administrators
• Contact with safety organizations
• Contact and coordination with IGS Safety Manager
• Direct contact with project team including project manager, team leader and technicians
• Frequent contact with senior leadership, office personnel and employees at all levels of the organization
• Frequent contact with vendors, suppliers and other external parties

5. Decision/Judgment:

• Decisions are guided by a general understanding of the company's mission, vision, IGS Way Values framework, standards of operation and mutually determined strategies and objectives
• Cost conscience decisions for project expenditure. Consider importance of cost versus schedule and priority based on project success.
• Demonstrate a strong "customer service" attitude regarding communication and project completion through balanced updates and maximization of productivity
• Understand which decision makers are to be brought into any particular issue outside of your control

6. Effort/Working Conditions:

• Regular attendance is essential for satisfactory performance in this position, reliability is required
• Great flexibility is required including the working of overtime to meet seasonal or other peak workload demands
• Job is performed primarily in a typical office environment, with no unusual physical requirements.
• Job is performed in field office with exposure to field safety and work conditions.
• Some flexibility is required including occasional overtime to meet season or other peak workload demands. Travel required to support field project needs

7. Education and Experience Required:

• Bachelor's degree in Business, Marketing, Engineering or related field, or equivalent combination of education and work experience is required
• Minimum of 2 years of experience in a project administration or support position within a service or manufacturing organization, preferably with customers in power generation, refining and/or petrochemicals and/or pulp and paper industries
• Proven track record of effectively managing projects required

Equal Employment Opportunity

IGS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected classification under applicable law.