[Hiring] Project Specialist @Orange Barrel Media

Role Description

The Project Specialist keeps IKE deployments moving by owning the administrative and coordination work behind every site. This role supports the Project Managers in an assigned region on scheduling, vendor and invoice processing, material tracking, documentation, and data accuracy in SiteTracker.

This is the role that catches what falls between the cracks. When a permit expires, an invoice ages, a kiosk ships to the wrong market, or a date in SiteTracker no longer matches reality, the Project Specialist is the one who finds it and fixes it before it costs the schedule.

The right person is organized, persistent, and comfortable chasing people for answers. They are not waiting to be told what to look at. They notice when something is off and say so.

This role is also where the program's reporting lives. The Project Specialist builds and maintains the reports and dashboards in SiteTracker that Project Managers and leadership run the business on, and uses that data to spot where sites are slipping before anyone has to ask.

This role is remote eligible and aligned to an assigned region, with occasional travel.

What you'll do

• Maintain SiteTracker data for assigned markets, including dates, statuses, costs, and documentation, and keep it accurate enough that leadership can trust it without re-checking.
• Run the weekly data hygiene pass and flag records where the data and the field do not agree.
• Process purchase orders, vendor invoices, and change orders, track them to payment, and chase aging items before they become disputes.
• Track kiosk fabrication, shipment, and delivery, and tell Project Managers when a unit is landing ahead of or behind site readiness.
• Build and maintain reports and dashboards in SiteTracker for Project Managers, the Associate Director, and program leadership.
• Compile and distribute weekly status, go-live forecast, and jeopardy reporting for assigned markets.
• Analyze cycle times across siting, permitting, construction, and energization, and surface where markets are trending off plan.
• Track vendor performance on schedule, first-pass permit approval, and cost, and turn it into reporting the team can act on.
• Collect and file closeout documentation, including as-builts, inspection sign-offs, warranties, and photos, so markets close cleanly.
• Schedule site walks, pre-construction meetings, and inspections, and keep the calendar current for the team.
• Set up new vendors, route agreements and insurance certificates for review, and keep vendor records current.
• Support Project Managers with meeting notes, action item tracking, and follow-up so commitments do not get lost.
• Serve as a first point of contact for vendor and agency questions that do not require a Project Manager.
• Contribute to templates, trackers, and process documentation as the program scales.
• Travel occasionally to assigned markets as business needs require.

Qualifications

• 4+ years in project coordination, administration, or operations support, preferably in construction, infrastructure, telecom, or utility work, including at least 2 years in a reporting or analytics capacity.
• Strong organizational skills and the ability to track many open items at once without dropping any.
• Comfort following up with vendors, agencies, and internal teams until a question is answered.
• Experience with purchase orders, invoices, and basic project cost tracking.
• A data analytics background, with demonstrated experience turning raw project data into reporting that drives decisions.
• Advanced Excel skills, including pivot tables, lookups, and building reports others rely on.
• Experience building reports or dashboards in a project tracking or CRM system.
• Clear written communication, particularly in status reporting and email follow-up.
• Experience with SiteTracker, Salesforce, or a similar project tracking system, or demonstrated ability to learn one quickly.
• Proficiency in Microsoft Office Suite.

Preferred

• Experience supporting projects in the public right-of-way.
• Familiarity with permitting processes and agency submittal requirements.
• Exposure to utility service applications or power make-ready coordination.
• Experience building SiteTracker or Salesforce reports, dashboards, and list views.
• Working knowledge of SQL, Power BI, Tableau, or a similar analytics tool.
• Experience building or improving a tracker, template, or reporting process.
• Associate or Bachelor's degree, or equivalent experience.