IGS
PROJECT ADMIN
Skills
Job description
This position is based in India.
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
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.
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
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.
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
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:
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
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.