PROJECT ADMINISTRATOR I, II, ANALYST - Bristol Industries LLC

Major Responsibilities
Level I:

• Process accounts payable invoices, including vendors, and purchase orders and collection of lien releases.
• Set-up and maintain project files. Work with project staff to keep information current at all times.
• Track subcontractors and sub-tiers including insurance certificates, business licenses, federal forms, contract documents.
• Provide general contract and subcontract assistance including document generation and processing and interaction with BBRS contract personnel.
• Track, audit and process certified payroll and ensure payroll reports meet compliance standards. Work with subcontractors to correct any issues.
• Process subcontractor and company site access requests.
• Process new hires, field and office, as per Bristol policies and assist with arrangement of physicals and drug testing appointments.
• Input timesheets and expense reports as needed to support the field team.
• Assist with completion of project closeout including final releases and an internal self-audit to ensure all final documents are complete and open-commitments are satisfied.
• 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.

Level 2:

• May be responsible for Level 1 Duties and Responsibilities.
• Assist PM using established procedures for project invoicing (Accounts Receivable).
• Process subcontractor invoices.
• 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. Provide general contract and subcontract administration.
• 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.
• Oversee certified payroll submissions to ensure compliance with federal and client requirements.
• 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.

Analyst:

• May be responsible for Level 1 & 2 Duties and Responsibilities.
• 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.

Minimum Education/Experience
High School Diploma or equivalent, Bachelor's Degree in Business Administration preferred.

Level 1: Minimum of one year recent experience as a Project Assistant or Administrative Assistant;

Level 2: two years recent experience as a Project Assistant or Administrative Assistant with Construction or Environmental project duties;

Analyst: five years recent experience as a Construction or Environmental Project Administrator or Administrative Assistant with Construction or Environmental project duties.
Required Knowledge or Skills
Level 1:

• Ability to manage own activities on a day to day basis.
• Ability to prioritize and organize, work well under stress, meet deadlines. Work independently, prioritize work activities and use time efficiently.
• Ability to be flexible and adapt to constant change.
• Ability to work flexible hours as required to meet deadlines.
• Strong interpersonal skills to assist and communicate with staff and clients.
• Strong computer skills including proficiency in 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 perform tasks in a safe and responsible manner.
• Ability to respond appropriately and professionally to all inquiries or complaints
• Knowledge of basic accounts payable and account receivable requirements.
• Knowledge of compliance requirements including company, state and federal requirements.
• Knowledge of business line workflow principles and company processes and procedures.
• Ability to work as part of a project team as well as be an integral part of the company PA Team. Demonstrate and promote a positive team-oriented environment.
• Demonstrates a high level of accuracy in preparing and entering financial information.
• Knowledge of administrative and clerical procedures and systems such as managing files and records, and other office procedures and terminology.
• Knowledge of project management terminology.
• Ability to clearly speak, write, read and understand the English language.

Level 2:

• All Knowledge, Skills and Abilities (KSAs) of Level 1.
• Ability to gather and analyze data, reason logically and creatively, draw conclusions and apply to project.
• Ability to think innovatively and proactively to solve problems in a positive manner.
• Ability to embrace change.
• Exceptional computer skills including proficiency in MS Excel, MS Word, MS Outlook, Adobe Acrobat and accounting software.
• Sound judgment and decision making skills.
• 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.

Analyst:

• All KSAs of Level 1 & 2.
• Ability to function in a self-directed, fast-paced, agile environment using critical thinking and strong problem solving skills.
• Skilled at problem analysis and resolution.
• Ability to recognize financial impact of project actions.
• Knowledge of financial and project management terminology.
• Ability to analyze financial and project data to identify key issues.
• Ability to gather and analyze data, reason logically and creatively, draw conclusions and make appropriate recommendations.

Preferred Knowledge or Skills
Project Administrator, Office Manager or Assistant Project Manager within the specific business line, preferably in the Federal Contracting market.
Measures for Performance
Current/updated job files

Complete files including fully executed contract documents

Timely submission of compliance required documents

Timely processing of AP for timely payments and compliance with pay when paid requirements

Demonstration of working as part of a team
Physical Demands

• Sedentary to light physical workload.
• Employee must be able to exert up to 20 pounds of force occasionally and/or up to a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Required to have close visual acuity to perform activities such as viewing a computer terminal and extensive reading. Also may be required to have visual acuity to operate motor vehicles.
• Specific physical requirements include, but are not limited to, lifting, grasping, talking, hearing and performing repetitive motions.
• The worker is not subject to adverse environmental conditions.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.