Project Management Assistant II - Eurofins Environment Testing - Knoxville, TN

Company Description

Eurofins Scientific is an international life sciences company, providing a unique range of analytical testing services to clients across multiple industries, to make life and our environment safer, healthier and more sustainable. From the food you eat, to the water you drink, to the medicines you rely on, Eurofins laboratories work with the biggest companies in the world to ensure the products they supply are safe, their ingredients are authentic, and labelling is accurate.

Eurofins is dedicated to delivering testing services that contribute to the health and safety of society and the planet, and to its corporate responsibility to protect the environment and ensure diversity, equity, and inclusion across the entire network of Eurofins companies.

Job Description

The Project Management Assistant II supports the Project Management staff in
servicing clients to meet the Client Service Organization mission. The Project
Management Assistant II is more senior than Project Management Assistant I
and will require greater client interaction which may include managing small,
non-complex projects with Project Manager (PM) oversight.

Essential Duties and Responsibilities:

Project set-up

• Creates bottle orders
• Schedules courier or field sampler, if needed
• Confirms non- Eurofins Environment Testing America subcontract labs are on the approved list and set up as vendors for existing work
• Generates purchasing software requisition when sending subcontract samples
• Setup project per PM guidance/instruction
• Add any project notes (special reporting/invoicing instructions, etc.)
• Review any project documentation
• Add any project documentation to central repository
• Set up client for Total Access
• Manages purchase orders, task orders, contracts, and change order requests
• Verifies that lab certification meets project requirements
• Verifies that lab compound lists and limits meet project requirements for new quotes
• Verifies that lab compound lists and limits meet project requirements for new projects not quoted
• Adds any project specific limits and lists to LIMS
• Deliverable assignment and delivery route
• For new quotes, confirms that EDD format is available (deliverable assignment and delivery route). If new format is needed, submits a help desk ticket
• For new projects not quoted, confirms that EDD format is available (deliverable assignment and delivery route). If new format is needed, submits a help desk ticket
• Communicates project details to operations
• Engages workshare labs, service centers, and non- Eurofins Environment Testing America locations as needed for new projects not quoted
• Works with operations to ensure adequate capacity for incoming work (forecasting)
• Provides updates to operations on incoming work
• Familiarity with state and national program requirements as it pertains to work mix

Sample Receipt

• Reviews log-in
• Generates subcontract paperwork
• Sends client sample receipt confirmation
• Reviews draft invoice
• Confirms that any client needed information (purchase order, project number, etc.) is recorded in LIMS for invoicing
• Communicates any issues to clients for duration of project
• Manages incoming work for rush and short holds

Reporting

• Review reports and EDDs before issuing to the client
• Confirms correct report format and EDD format is used
• Creates and issues final report by client due date
• Issues final data package
• State reporting forms and submission
• DMR Forms
• EDD checkers
• Data upload
• Compiles case narrative
• Client specific report requirements
• Mentoring less senior Project Management Assistants on reporting

Invoicing

• Reviews final invoice before issuing to client
• Generates credit/debit memos as needed
• Submits credit/debit memos for approval
• Submits approved credit/debit memos to client, if needed
• Submits revised invoices
• Initiates follow up calls to confirm correct invoicing
• Works with collections on A/R
• Manages small, non-complex projects with PM oversight as needed

Qualifications

Basic Minimum Qualifications (BMQ):
To perform this job successfully, the individual must be able to perform each
essential duty satisfactorily. The requirements below are representative of
the knowledge, skill or ability required. 
Education/Experience (BMQ):
Education:
Associates degree (four years client-relationship/client service experience
may substitute for degree)
Experience:
1-3 years business exp