PROJECT ADMINISTRATOR I - Bristol Industries, LLC

General Description

The Project Administrator 1 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.

Bristol Alliance of Companies (Bristol Industries) 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: People, Communities, Reputation, Teamwork, Trust, and Truth.

Essential Roles and Responsibilities:

·       Process accounts payable & subcontractor Invoices.  Collection & audit associated lien releases.

·       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.

·       Track, audit, and process certified payroll submission compliance with federal and client requirements. Work with subcontractors to correct any issues.

·       Process new hires, field and office, as per Bristol policies.

·       Input timesheets and expense reports as needed to support the field team.

·       Assist with estimating and proposal efforts, as needed.

·       Assist with pre-construction plans, as needed.

·       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.

·       Perform general clerical duties as needed to support the team including, but not limited to, ordering supplies, answering telephone inquiries, taking messages, filing, scanning and photocopying.

·       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. 

·       Generate, review, and maintain documents and records pertaining to all aspects of contracting process including pre-award and post award correspondence, task orders, mods, closeout records, amendments, cost estimates, and delivery orders.

·       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, ensure company and subcontractor compliance.

·       Complete project closeout including final releases, final billing, and an internal self-audit to ensure all final documents are complete and open commitments are satisfied.

·       Analyze contract requirements, special provisions, and terms and conditions to ensure compliance with appropriate laws, regulations, corporate policies, and business unit procedures. 

·       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.

·       Work with General Manager coordinating estimated costs to complete for department projects. Meet with PM’s monthly to review project status and cost accounting, provide cost reporting, coordinate submission of invoices/accruals in a timely manner to capture costs, investigation and reporting of job and department related costs.

·       Assist with performance measurement and associated cost trending.  Prepare and assist in various levels of project cost analysis and reporting.  Participate in project cost review meetings.

·       Perform research, provide audit support, resolve routine contractual issues, and contract closeout.

·       Demonstrate and promote a positive team-oriented environment.

·       Demonstrates a high level of accuracy in preparing and entering financial information.

·       Other duties as assigned.

Knowledge, Skills, and Abilities:

·       Ability to manage day-to-day activities effectively.

·       Ability to prioritize and organize, work well under stress, meet deadlines.

·       Ability to function in a self-directed, fast-paced, agile environment using critical thinking and strong problem-solving skills.

·       Ability to be flexible and adapt to constant change.

·       Ability to work flexible hours as required to meet deadlines.

·       Ability to work as part of a project team as well as be an integral part of the company PA Team.

·       Skilled at problem analysis and resolution.

·       Ability to recognize financial impact of project actions.

·       Knowledge of financial and project management terminology.

·       Ability to gather and analyze financial and project data, reason logically and creatively, draw conclusions and make appropriate recommendations.

·       Sound judgment and decision-making skills.

·       Ability to think innovatively and proactively to solve problems in a positive manner.

·       Skilled with interpersonal communication to effectively assist and communicate with staff and clients.

·       Skilled with Microsoft (MS) Excel, MS Word, MS Outlook, Adobe Acrobat, and accounting software.

·       Ability to maintain confidentiality on a wide variety of topics and issues requiring discretion.

·       Ability to respond appropriately and professionally to all inquiries or complaints.

·       Skilled in accounts payable and accounts receivable.

·       Knowledge of compliance requirements including company, state, and federal requirements.

·       Ability to demonstrate knowledge of business line workflow principles and company processes and procedures.

·       Knowledge of administrative and clerical procedures and systems such as managing files and records, and other office procedures and terminology.

·       Ability to clearly speak, write, read, and understand the English language.

·       Ability to exercise sound professional judgment and maintain confidentiality on a wide variety of topics and issues requiring discretion.

·       Ability to take charge when necessary and evaluate situations to determine the proper course of action.

·       Ability to perform tasks in a safe and responsible manner.

Required Qualification:

·       High school diploma or GED is required.

·       Minimum of 1-year recent experience as a Project Assistant or Administrative Assistant is required.

·       Two years recent experience as a Construction or Environmental Project Assistant or Administrative Assistant with Construction or Environmental project duties is required.

·       Minimum of 2 years’ experience Accounts Payable & Accounts Receivable is required.

·       One year experience Cost Accounting is required.

·       Valid driver’s license is required.

Preferred Qualifications:

·       Bachelor’s degree in business administration is preferred.

·       Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·       This position may require close visual acuity to perform activities such as viewing a computer terminal and extensive reading.

·       Position may require specific physical requirements include, but are not limited to, balancing, stooping, sitting for long periods of time, reaching, walking, lifting, talking, hearing, and performing repetitive motions.

·       Position is subject to inside environmental conditions.

Physical Qualifications:
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 benefits package to include paid time off, paid holidays, comprehensive health insurance plan including medical, dental, vision, life insurance, long-term disability insurance, 401(k) plan with employer match.

Contingency

Continued employment is contingent upon passing security clearance, drug screen, and background check.

Equal Opportunity Employer Statement

Bristol Industries, LLC is an equal opportunity employer and offers any available positions to all, without regard to race, color, religion, sex, nation origin, age, disability, veteran status, parenthood, pregnancy, marital status, or changes in marital status, in accordance with applicable state and federal laws. This applied to recruitment, placement, pay, benefits, training, employment status changes, social and recreational programs, and other conditions and benefits of employment.

As an Alaska-Native owned company, Bristol Industries seek out and hire qualified Alaska Native and other minorities.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)