Administrative Assistant, ERP

Sciens Building Solutions LLC; Town of Florida (NY); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Competitive salary

401(k) matching

Medical, dental, and vision plans

Company laptop

Tuition reimbursement

Paid time off and holidays

Job summary

Sciens Building Solutions LLC is seeking an Administrative Assistant to support our ERP PMO. This junior role focuses on ERP project coordination, onboarding, meeting management, and maintaining key artifacts like the RAID log.

You will provide day-to-day admin support to project teams, track milestones and open items, prepare materials, and coordinate onboarding and resource logistics for SAP-based ERP initiatives. Proficiency with Microsoft 365 and SharePoint is preferred.

Qualifications

• Detail-oriented, organized, with ability to handle multiple priorities.
• Experience supporting ERP projects or PMO operations.
• Proficiency in Microsoft 365 tools and SharePoint.
• Ability to coordinate onboarding and resource logistics.
• Familiarity with SAP/SAP S/4HANA is a strong plus.

Responsibilities

• Provide day-to-day administrative and coordination support to the ERP PMO and project teams.
• Maintain and update key project deliverables and registers, including RAID log, action trackers, and status reports.
• Assist with preparation of project documentation, meeting materials, status packs, and governance artifacts.
• Support tracking of project milestones, deliverables, and open items; follow up on actions.
• Help coordinate onboarding of employees, contractors, and consultants; maintain rosters and resource tracking.
• Schedule and coordinate project meetings, prepare agendas and minutes, and manage logistics.

Skills

Administrative support

PMO coordination

RAID log management

Meeting management

SAP familiarity

Education

High school diploma

Tools

Microsoft 365

SharePoint

Excel

MS Project

Job description

THE POSITION IN A NUTSHELL Sciens Building Solutions is seeking a detail-oriented, organized Administrative Assistant to support our ERP Project Management Office. This is a junior-level role that requires prior hands-on experience supporting the delivery of complex ERP solutions based on SAP systems. Experience with SAP S/4HANA Public Cloud is a strong plus. The successful candidate will provide essential administrative and coordination support across ERP project workstreams, while also handling broader PMO operational tasks such as onboarding, meeting management, and maintenance of key project artifacts, including the RAID log.

WHAT YOU'LL BE DOING (and doing well!)

ERP/Project Support

• Provide day-to-day administrative and coordination support to the ERP project management office (PMO) and project teams throughout the project lifecycle.
• Maintain and update key project deliverables and registers, including the Risks, Actions, Issues, Dependencies (RAID) log, action trackers, decision logs, and status reports.
• Assist with preparation of project documentation, meeting materials, status packs, and governance artifacts.
• Support tracking of project milestones, deliverables, and open items; follow up on actions as directed by Project Managers or PMO leadership.
• Help coordinate logistical aspects of data migration, testing, cutover, and hypercare activities.

Onboarding & Resource Coordination

• Coordinate onboarding of employees, contractors, and consultants joining the ERP program (access requests, orientation scheduling, documentation collection, tool provisioning tracking).
• Maintain team rosters, contact lists, and resource tracking information.
• Support offboarding processes and knowledge-transfer logistics when resources leave the project.

Meeting & Calendar Management

• Schedule and coordinate project meetings, workshops, steering committee sessions, and working group calls, including recurring cadences.
• Prepare and distribute agendas, gather pre-read materials, take and distribute accurate meeting minutes, and track action items to closure.
• Manage meeting logistics (room bookings, video conference setup, calendar invitations across internal teams and external partners/consultants).

General PMO Administration

• Maintain organized document repositories (SharePoint or equivalent) and ensure version control and naming conventions are followed.
• Assist with basic reporting, dashboards, and data consolidation in Excel or project tools.
• Support travel coordination, expense processing, and other logistical needs for project team members as required.
• Perform other administrative duties that enable the efficient operation of the ERP PMO.

WHAT WE LIKE ABOUT YOU

• High school diploma.
• Previous experience in an administrative, project coordinator, or PMO support role delivering or supporting a complex ERP solution based on SAP systems.
• Strong organizational skills with the ability to manage multiple priorities, track numerous open items, and maintain accurate records in a fast-paced environment.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and experience with collaboration/document management tools (SharePoint preferred).
• Excellent written and verbal communication skills; ability to interact professionally with project managers, consultants, business stakeholders, and leadership.
• High attention to detail and a proactive, reliable work style.
• Experience with SAP S/4HANA Public Cloud implementations or support is preferred.
• Familiarity with project management tools (e.g., MS Project, Smartsheet, Jira, or similar) and RAID log management.
• Prior experience supporting large-scale IT or transformation projects involving external consultants and multi-workstream coordination.
• Basic understanding of ERP project phases (Prepare, Explore, Realize, Deploy, Run/SAP Activate methodology) is advantageous.

WHAT WE'RE BRINGING TO THE TABLE

• Competitive salary based on qualifications.
• Paid time off plan and holidays.
• 401(k) matching.
• Short term and long-term disability.
• Medical, dental, and vision plans with options.
• Life insurance.
• Company laptop.
• Professional career development opportunities.
• Tuition reimbursement.

Sciens is Latin for "knowledgeable and skilled." We take that definition to heart by using our collective experience to do meaningful work in the world - protect people and property through sophisticated life safety, security, communication and electrical systems.