Position : Project Specialist Office Location : USA (Indianapolis, IN Region)

PACIV, an international control systems integration and regulatory compliance engineering firm servicing Bio-Pharmaceutical, Medical Device, Food and Beverage, and Water/Wastewater clients, is looking for a full-time Project Specialist associate for our USA office (Indianapolis) to be assigned to our Project Management team.

The PACIV Project Management team provides various project support services to ensure successful delivery of our client's capital projects. These services include administrative assistance, procurement, planning, estimating, scheduling, cost control and change management.

Job Description :

The Project Specialist plays a crucial role in supporting PACIV projects by managing various administrative tasks. This position will support PACIV's Instrument Service Provider (ISP) and Engineering projects for various industry clients to deliver quality projects on schedule and budget. Job duties are performed with a high degree of detail orientation, organization and independence. General work instructions and procedures are provided and govern many aspects of the position's responsibilities; however, the candidate is responsible for understanding and prioritizing their workload.

Position Responsibilities/Essential Functions:

Assist the Project Management team in various administrative functions supporting project planning, estimating, scheduling, cost control, change management, and procurement

Assist in project setup and closeout tasks, including ERP configuration and digital file organization

Attend and contribute to internal and external project coordination meetings

Record and distribute meeting minutes

Coordinate with engineering and construction partners

Assist with procurement of materials and equipment, ensuring timely delivery to meet project schedules

Enter and maintain data and purchase orders within the ERP system (NetSuite)

Communicate, expedite material and maintain working relationships with suppliers

Generate project reports using NetSuite and Microsoft Excel.

Assist with monitoring project progress, managing project schedules, and providing analytical support to project teams

Collaborate with project managers and engineers to gather project data and ensure accurate reporting

Review and manage project documentation including contracts, change orders, and submittals

Support multiple projects simultaneously with a high level of accuracy and accountability

Perform additional duties as needed to support project success

Qualifications

Required:

Prior administrative experience in the construction, engineering, or similar technical industry

Proficient in Microsoft Office Outlook, Word, and Excel applications

Strong organizational and time management skills

Proven ability to multitask and prioritize in a deadline-driven environment

Self-motivated, dependable, and detail-oriented

Strong interpersonal skills; able to work well in a collaborative team environment

Preferred:

Experience with NetSuite or other ERP systems

Familiarity with FDA-regulated industries (e.g., pharmaceutical, medical devices)

Basic understanding of process equipment and instrumentation

Other Requirements:

Location: Indianapolis, IN

Standard Day Shift (~ 8 am - 5 pm or similar is expected)

Travel: Not expected, but up to 10% for training or visits to supplier sites.

Compensation and Benefits:

Competitive Salary and Benefits Package, which includes:

Paid Time Off (PTO) for vacation, sick, and company holidays

PTO is earned on an accrual basis throughout the calendar year.

Health Insurance

PACIV pays 90% of the premium for the health insurance plan. Monthly contributions made by PACIV and are distributed through an HSA (Health Savings Account)

$25,000 Basic Life Insurance Plan for all full-time employees, with additional plan options offered at the employee's cost.

401(k) Retirement Plan with company match

Project Performance Bonuses (for qualified projects and employees)

Opportunities for career growth and development

PACIV jobs

Project Specialist