The Project Manager I (PM I) is accountable for coordinating and managing clients’ projects through all phases of laboratory operations, including project set-up and maintenance, login review, communication of analytical issues, client account maintenance, reporting, invoicing, bottle orders, client pickups, and identification of work share facilities. The PM I role fosters and develops client relationships in support of the laboratory mission.
Essential Duties and Responsibilities:
Project set-up
- Project review in LIMS
- Sets up project
- Adds any project notes (special reporting and invoicing instructions, etc.)
- Reviews project documentation (permits, SOW, QAPP, and purchase/task orders)
- Adds any project documentation to central repository (permits, SOW, QAPP, and purchase/task orders)
- Sets up client for Total Access
- Manages purchase orders, task orders, contracts, and change order requests
- Verifies that lab compound lists and limits meet project requirements for new projects not quoted
- Adds any project specific limits/lists to LIMS
- Deliverable assignment and delivery route
- For new projects not quoted, confirms that EDD format is available (deliverable assignment and delivery route). Submits a helpdesk ticket for any new formats needed. Communicates project details to operations
- Initiates project kick off call with client and pertinent staff, if needed
- Engages work share labs, service centers, and non-Eurofins Environment Testing locations as needed for new projects not quoted
- Works with operations to ensure adequate capacity for incoming work (forecasting)
- Provides updates to operations on upcoming work
- Familiarity with state and national program requirements as it pertains to work mix
- Create 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 new work
- Confirms non-Eurofins Environment Testing America subcontract labs are on the approved list and set-up as vendors for existing work
- Initiates approval process for any subcontract labs not on the approved list
- Generates subcontract paperwork
- Generates accounting software requisition when sending subcontract samples
- Verifies that lab certification meets project requirements
- Verifies that lab compound lists and limits meet project requirements for new quotes
- For new quotes confirms that EDD format is available (delivery assignment and delivery route). If a new format is needed, submits
- For new quotes confirms that EDD format is available (delivery assignment and delivery route). If a new format is needed, submits a helpdesk ticket
- Engages work share labs, service centers, and non-Eurofins Environment Testing America locations as needed for new quotes
- Provides supporting documentation to client as needed (contact list, bottle table with preservation, etc.)
Sample Receipt
- Communicates any issues to clients for duration of project
- Manages incoming work for Rush and short holds
- Reviews log-in
- Resolves log-in issues with client
- Informs client of any log-in discrepancies
- Sets samples to “available” after review
- 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
Reporting
- Client specific report requirements
- Reviews job list daily and manages due dates
- Communicates any expected delays to clients before the job due date
- Confirms any data anomalies (filtered > dissolved, deviations from historicals, etc.) with operations before submitting to client
- Reviews 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 packages
- State reporting forms and submission
- DMR forms
- EDD checkers
- Data upload
- Compiles case narratives
Invoicing
- Sets up delivery route
- 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 follow up
- Regular review of A/R status
Client set-up
- Work with CSM to communicate lab capabilities to the client
- Requests new client review
- Confirms sales assignments with BDMs and notifies assigned AE/BDM
- Takes new quote requests from clients
- Reviews client contract requirements / coordinates review with CSM, LD, etc.
- Reviews purchase orders
- Submits purchase orders for approval and returns approved orders to client
- Follows up on client terms and credit limit
Account Maintenance
- Follow up calls and visits with clients
- Provides technical support as needed
- Uses company resources to follow up on client requests
- Familiarity with company capabilities and key contacts
- Forward opportunities and leads to sales
- Forecasts upcoming work
- Asks for the next opportunity
- Area of responsibility (air, regulations, etc.)
Quotes & Proposals
- Initiates project QAPP review with operations, QA, and subcontract labs as needed
- Initiates technical support from operations as needed (special requests, method development, technical review, etc.)
- Quote generation and approvals
- Reviews client quote requests for capabilities, certifications, scope
- Confirms client contracts (if applicable) and pricing
- Determines lab placement for the work
- Confirms that lab certification meets project requirements
- Confirms that lab compound lists and limits meet project requirements
- Creates quotes
- Submits quotes for approval
- Sends quotes to client
- Forecasts quotes
- Provides QAPP/SOW information to the client as needed
- Updates status in LIMS
Account maintenance
- Submits client complaints and participates in correction action / follow up as needed
- Communicates client issues/complaints to sales
- Follows up on client requests
- Supports the follow up of quotes/bids for tracking purposes