Project Manager

The Project Manager 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 Project Manager 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

Adds any project documentation to central repository

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 TestAmerica 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 TestAmerica subcontract labs are on the approved list and set-up as vendors for new work

Confirms non-Eurofins TestAmerica 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-TA 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

Issue final data packages

State Reporting forms and submissions

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 Business Development Manager

Takes new quote requests from clients

Reviews client contract requirements / coordinates review.

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.)

Submits client complaints and participates in correction action / follow up as needed

Communicates client issues/complaints to sales

Follows up on client re…