project administrator i - San Antonio, United States - Bristol Infrastructure Design Svcs, LLC

Description

Job Description

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: People, Communities, Reputation, Teamwork, Trust, and Truth.

General Description

The Project Administrator position is responsible for providing general project support for the Professional Support Services Business Line Management, to include subcontracting/procurement, project tracking, project reporting, contract deliverables, invoicing, and other project related tasks.

Essential Roles and Responsibilities:

• Prepare teaming agreements, subcontracts, change orders, purchase orders, and other subcontractor or job-related procurement actions.
• Process accounts payable & subcontractor Invoices. Collection & audit associated lien releases.
• Provide general contract and subcontract administration.
• Track subcontractors and sub-tiers including insurance certificates, business licenses, federal forms, contract documents.
• Prepare, organize, and maintain subcontract records and files documenting contract performance and compliance.
• Assist with estimating and proposal efforts, as needed.
• 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).
• 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.
• 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.
• Experience with Federal Acquisition Regulations (FAR).
• Project Administrator, Office Manager or Assistant Project Manager experience within the specific business line, preferably in the Federal Contracting market is preferred.
• Department of Defense (DoD) experience (contractor or veteran).

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.