Administrative Assistant - Bristol Industries LLC

Bristol Alliance of Companies is committed to building lasting relationships that reflect our hard work, ingenuity, and dedication to safety. Every employee has an impact on our success, which benefits the Native culture, land, and people of the Bristol Bay region.

Our values are People, Communities, Reputation, Teamwork, Trust, and Truth.

General Purpose
The Project Administrator position is responsible for providing general project support for one or more project teams, Program or Business Line Managers, to include project tracking, project reporting, contract deliverables, invoicing, and other project related tasks. This position will support the Program Management team overseeing Professional Support Services for Federal Contracts. The Administrative Assistant will provide support to the Program Manager and the Project Administrator overseeing these contracts day to day.

Essential Roles and Responsibilities•

• Process accounts payable & subcontractor Invoices.
• Set-up and maintain project files.
• Work with project staff to always keep information current.
• Track subcontractors and sub-tiers including insurance certificates, business licenses, federal forms, contract documents.
• Process new hire, as per Bristol policies.
• Input timesheets and expense reports as needed to support the field team.
• Perform general filing, mail processing and administrative duties.
• Look for ways to improve and promote quality and monitor own work to ensure quality is met.
• Assist PM using established procedures for project invoicing (Accounts Receivable).
• Provide general contract and subcontract administration.
• Prepare routine teaming agreements, subcontracts, change orders, purchase orders, and other subcontractor or job-related actions.
• Prepare, organize, and maintain subcontract records and files documenting contract performance and compliance.
• Understand contract requirements, special provisions, and terms and conditions to ensure compliance with appropriate laws, regulations, corporate policies, and business unit procedures.
• Coordinate with client any site access requirements.
• Monitor open commitments utilizing cost and accounting data to ensure subcontractor/purchase order funding is aligned with expenditures and project budget.
• Examine and review contract reporting deliverables to ensure compliance with contract requirements.
• Prepare and assist in various levels of project cost analysis and reporting.
• Perform research, provide audit support, resolve routine contractual issues, and contract closeout.
• Demonstrates a high level of accuracy in preparing and entering data or financial information.
• Demonstrate and promote a positive team-oriented environment.
• Other duties as assigned.

Required Education, Knowledge, or Skills

• High School Diploma is required.
• At least five years' experience in a similar role is required.
• Ability to independently prioritize and work unsupervised.
• Ability to gather and analyze data, reason logically and creatively, draw conclusions and problem solving, and make appropriate recommendations.
• Basic understanding of finance and accounting procedures.
• Ability to prioritize and organize, work well under stress, meet deadlines.
• Ability to work independently with minimal supervision of guidance.
• Proven strong initiative, accountability, and leadership ability.
• Prioritization of work schedule to maximize efficient time management with daily and specially requested tasks.
• Strong interpersonal skills to assist and communicate with all levels of staff and clients.
• Strong Microsoft Office skills, including good proficiency with Excel.
• Written and oral communication skills.
• Ability to perform tasks in a safe and responsible manner.
• Possess excellent team working spirit

Preferred Education, Knowledge, or Skills

• Degree in Business Administration, or related field, is preferred.
• Project Administrator, Office Manager or Assistant Project Manager experience within the specific business line, preferably in the Federal Contracting market is preferred.
• Prior knowledge of Federal Government Contracts as it relates to invoice preparation, processing and submittal into WAWF for review and approval.
• Well-rounded experience with Federal Government contracts and understanding of the Federal Acquisition Regulations (FAR).
• Active security clearance, or ability to obtain one.

Physical Demands

The Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Mobility: Must be able to stoop, kneel, reach, walk, lift, grasp, feel, talk, hear, and perform repetitive motions.
• Hearing: Must be able to hear audible safety alarms.
• Visual Acuity: Must be adequate to perform above listed tasks in a safe manner and perform activities such as viewing a computer terminal and extensive reading.
  Lifting: Must be able to exert up to 20 pounds of force occasionally and up to 20 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Benefits

Excellent salary and benefit package to include: paid time off, paid holidays, comprehensive health insurance plan including medical, dental, and vision, life insurance, long term disability insurance; 401(k) plan with employer match.