Administrative Specialist

Bering Straits Native Corporation; Huntsville (AL); On-site; USD 50,000 - 65,000; Full time

Job summary

Bering Straits Native Corporation (BSNC) is seeking an administrative and project coordination professional in Huntsville, AL. You will support project managers and superintendents, handle billing documentation, maintain document control, and prepare regular project reports.

Candidates should have 2+ years in similar roles, strong MS Office skills, and the ability to manage multiple priorities with accuracy.

Qualifications

• Bachelor's degree in health sciences or health technology or equivalent.
• High school diploma or equivalent.
• 2+ years of administrative, project coordination, billing, document control or related experience.
• Proficiency with Microsoft Excel, Word, Outlook and other MS Office apps.
• Ability to manage multiple priorities with accuracy.
• Strong written and verbal communication skills.

Responsibilities

• Provide administrative and project support to construction project teams, including Project Managers and Construction Superintendents.
• Coordinate project billing activities, including collection, review, tracking, and submission of billing documentation.
• Create and track purchase orders and assist with vendor and subcontractor invoice documentation.
• Prepare, compile, update, and distribute recurring project reports, spreadsheets, logs, and trackers.
• Maintain project document control systems, including organization, distribution, revision control, and retention of project records.
• Maintain documentation for drawings, specifications, submittals, RFIs, meeting minutes, and other project records.
• Maintain accurate project information in SharePoint and other systems, assist with closeout documentation.
• Perform data entry and prepare, proofread, and edit project correspondence and reports.
• Coordinate calendars, meetings, and administrative activities to support timely completion of project requirements.
• Support federal construction administrative and government customer requirements, maintaining complete records.

Skills

Strong communication

Organizational skills

Multitasking

Attention to detail

Education

Bachelor's degree in health sciences or health technology

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft SharePoint

Microsoft 365

Job description

About Bering Construction Partners

Bering Straits Native Corporation (BSNC) was formed as a result of the Alaska Native Claims Settlement Act (ANCSA) in 1972. BSNC became the regional Alaska Native Corporation (ANC) for the Bering Strait region, which encompasses the majority of the Seward Peninsula and the coastal lands of eastern Norton Sound. This is one of the most culturally diverse regions in the state. Three distinct Native languages are spoken: St. Lawrence Island Yupik, Central Yup'ik, and Inupiaq.

About this position:

Location - Huntsville, AL

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned. To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position. Applicants will be notified via phone or email within ten (10) business days of submittal.

Essential Duties & Responsibilities

• Provide administrative and project support to construction project teams, including Project Managers and Construction Superintendents.
• Coordinate project billing activities, including collection, review, tracking, and submission of billing documentation; work with Project Management and Accounting to resolve discrepancies and meet deadlines.
• Create and track purchase orders and assist with vendor and subcontractor invoice documentation.
• Prepare, compile, update, and distribute recurring project reports, spreadsheets, logs, and trackers; coordinate collection and follow-up of required information.
• Maintain project document control systems, including organization, distribution, tracking, revision control, file naming, and retention of project records.
• Maintain documentation for drawings, specifications, submittals, RFIs, meeting minutes, reports, changes, correspondence, and other project records as applicable.
• Maintain accurate project information in SharePoint and other company or customer systems and assist with project closeout and turnover documentation.
• Perform data entry and prepare, proofread, and edit project correspondence, reports, and documentation for accuracy and completeness.
• Coordinate calendars, meetings, administrative activities, and action-item tracking to support timely completion of project requirements.
• Support federal construction administrative and government customer requirements, maintaining complete and accurate records for customer requests, internal reviews, and audits.
• Utilize company, client, and project-specific software applications and electronic systems as required to support assigned administrative and project functions.

Required (Minimum Necessary) Qualifications

• Education Requirements: Bachelor's degree in health sciences or health technology
• Education Requirements: High school diploma or equivalent.
• Level of Experience Requirements: 2+ years of administrative, project coordination, billing, document control, accounting support, or related professional experience.
• Demonstrated ability to organize and maintain detailed records and documentation.
• Experience preparing reports, spreadsheets, trackers or similar business documentation.
• Experience working with billing, invoicing, purchase orders or financial documentation.
• Proficiency with Microsoft Excel Word Outlook and other Microsoft Office applications.
• Ability to manage multiple priorities and recurring deadlines with a high degree of accuracy.
• Strong written and verbal communication skills.

Knowledge, Skills, Abilities, and Other Characteristics

• Strong organizational and document management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently, take initiative, and follow assigned responsibilities through completion.
• Ability to manage multiple priorities and deadlines in a fast-paced project environment.
• Strong written and verbal communication skills with the ability to effectively interact with field personnel, project management, accounting personnel, subcontractors, vendors, and customers.
• Ability to identify missing, incomplete, or inconsistent information and coordinate resolution.
• Proficiency in Microsoft Excel and the ability to accurately work with financial and project data.
• Ability to establish and maintain effective filing, tracking, and administrative systems.
• Professional judgment and discretion when handling financial, contractual, personnel, and customer information.
• Ability to work collaboratively in a team-oriented environment while maintaining accountability for assigned responsibilities.

Preferred

• Experience supporting federal or Department of Defense construction contracts.
• Experience with construction billing, progress billing, invoicing, or project cost documentation.
• Experience with construction document control processes.
• Familiarity with RFIs, submittals, drawings, specifications, change documentation, and project closeout documentation.
• Microsoft 365 and SharePoint experience.
• Experience with construction or project management software.

Necessary Physical Requirements

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. Employees must always maintain a constant state of mental alertness. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Essential and marginal functions may require maintaining physical condition necessary for bending, stooping, sitting, walking or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with frequent opportunity to move about.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk; use hands to finger or feel and reach with hands and arms. The employee is occasionally required to stand, climb or balance and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work Environment

Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job.

Physical Setting: Work is primarily performed in an office or project-office environment. Occasional access to active construction sites may be required. Site access requires adherence to applicable construction safety requirements and use of appropriate personal protective equipment when required.

Schedule and Flexibility: Full-time position, typically Monday through Friday during standard business hours. Additional hours may occasionally be required to meet billing cycles, reporting deadlines, project requirements, or other time-sensitive administrative needs. Limited travel (<5> Other Pertinent Work Details: This position requires regular coordination with project management, field personnel, Accounting, subcontractors, vendors, and customers. The role requires consistent attention to detail and the ability to manage multiple concurrent administrative requirements and deadlines.

Additional Qualifying Factors

As a condition of employment, you will be required to pass a pre-employment drug screening and have acceptable background check results. If applicable to the contract, you must also obtain and maintain the appropriate clearance levels required and must also be able to obtain access to military installations.

Shareholder Preference

BSNC gives hiring, promotion, training, and retention preference to BSNC shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

Equal Opportunity Employer

Bering Straits Native Corporation is an equal opportunity employer. All applicants will receive consideration for employment without regard to any status protected by state or federal law, or any other basis prohibited by law.