Contracts and Project Administrator

USmax Corporation; Merrifield (VA); Hybrid; USD 70,000 - 95,000; Full time

Job summary

USmax Corporation in Fairfax, VA is seeking a Contracts and Project Administrator to join our team supporting federal programs. The role provides contracts, financial, and project support, including tracking and reporting, reviewing subcontractor invoices, and travel expense oversight.

The ideal candidate will be organized, detail-oriented, and proficient in Microsoft Excel, with experience managing financial, contractual, and administrative requirements in a fast-paced environment.

Qualifications

• Bachelor's degree or equivalent relevant professional experience.
• Three (3) or more years of relevant professional experience in contracts, financial, project, or administrative support.
• Experience supporting federal government contracts or programs is preferred.

Responsibilities

• Prepare and maintain recurring and ad hoc project financial reports and ensure reporting requirements are met.
• Maintain financial tracking tools for contract funding, expenditures, commitments, and remaining balances, and alert the PM to potential funding issues.
• Track labor, subcontractor, travel, and other direct cost (ODC) expenditures and support project accrual reporting.
• Review subcontractor invoices and supporting documentation for accuracy, completeness, proper allocation, and compliance with contract requirements.
• Review travel expense reports for accuracy and timely submission for payment.
• Track project accounts payable and accounts receivable activity and support proper allocation of costs to applicable funding sources, cost codes, and expense categories.
• Support the establishment and maintenance of project accounts and cost codes.
• Assist employees and managers with electronic timekeeping submission and approval.
• Provide day-to-day project and administrative support to the PM.
• Develop and maintain Excel-based trackers, reports, logs, and management tools for financials, staffing, deliverables, and other project requirements.
• Compile and analyze information for recurring and ad hoc reports.
• Maintain accurate project files, records, and supporting documentation in SharePoint and other designated systems.
• Coordinate meetings, prepare agendas, capture meeting minutes and action items, and track follow-up activities.
• Assist with document preparation, formatting, proofreading, data entry, and quality-control reviews.
• Coordinate with project personnel, subcontractors, corporate departments, and other stakeholders to support project requirements

Skills

Analytical skills

Organizational skills

Attention to detail

Problem-solving

Written communication

Verbal communication

Education

Bachelor's degree or equivalent

Tools

Microsoft Excel

PivotTables

Conditional formatting

Microsoft Word

PowerPoint

SharePoint

Outlook

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Contracts and Project Administrator

Full Time Professional Fairfax, VA, US

4 days ago Requisition ID: 1189

Salary Range: $70,000.00 To $95,000.00 Annually

USmax Corporation is seeking a Contracts and Project Administrator to join our team supporting federal programs. This position provides contracts, financial, and project support, including financial tracking and reporting, subcontractor invoice review, travel expense review, funding oversight, and direct support to the Program Manager (PM).

The ideal candidate is organized, detail-oriented, and experienced in contracts, financial, and project support, with strong Microsoft Excel skills and the ability to manage financial, contractual, and administrative requirements in a fast-paced environment.

Duties and Responsibilities:

Contracts & Financial Support

• Prepare and maintain recurring and ad hoc project financial reports and ensure reporting requirements are met.
• Maintain financial tracking tools for contract funding, expenditures, commitments, and remaining balances, and alert the PM to potential funding issues.
• Track labor, subcontractor, travel, and other direct cost (ODC) expenditures and support project accrual reporting.
• Review subcontractor invoices and supporting documentation for accuracy, completeness, proper allocation, and compliance with contract requirements.
• Review travel expense reports for accuracy and timely submission for payment.
• Track project accounts payable and accounts receivable activity and support proper allocation of costs to applicable funding sources, cost codes, and expense categories.
• Support the establishment and maintenance of project accounts and cost codes.
• Assist employees and managers with electronic timekeeping submission and approval.

Project & Administrative Support

• Provide day-to-day project and administrative support to the PM.
• Develop and maintain Excel-based trackers, reports, logs, and management tools for financials, staffing, deliverables, and other project requirements.
• Compile and analyze information for recurring and ad hoc reports.
• Maintain accurate project files, records, and supporting documentation in SharePoint and other designated systems.
• Coordinate meetings, prepare agendas, capture meeting minutes and action items, and track follow-up activities.
• Assist with document preparation, formatting, proofreading, data entry, and quality-control reviews.
• Coordinate with project personnel, subcontractors, corporate departments, and other stakeholders to support project requirements

Education and Experience

• Bachelor's degree or equivalent relevant professional experience.
• Three (3) or more years of relevant professional experience in contracts, financial, project, or administrative support.
• Experience supporting federal government contracts or programs is preferred.
• Experience with project financial tracking, invoice review, funding, or financial reporting is preferred.

Qualifications

• Intermediate to advanced proficiency in Microsoft Excel, including formulas and functions, data analysis, trackers, and reports. Experience with PivotTables, conditional formatting, and similar Excel tools is strongly preferred.
• Proficiency with Microsoft Word, PowerPoint, SharePoint, and Outlook.
• Working knowledge of contracts and project support.
• Strong organizational, analytical, problem-solving, and attention-to-detail skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to work independently, exercise sound judgment, identify discrepancies, and elevate issues requiring management attention.

Security Requirement

• Must be able to obtain and maintain the required Public Trust suitability determination.

Travel

• None.

Work Location / Schedule

• Hybrid work schedule requiring three days per week in the office.

About USmax

USmax Corporation is an award-winning SBA Certified Woman-Owned Small Business and leading provider of innovative professional, technical, and enterprise IT services. Our client areas span national security, public safety, and healthcare markets.

Our commitment to quality and continuous process improvement is demonstrated by our ISO 9001, ISO 20000-1, and ISO 27001 registrations. We provide program life cycle support through a range of planning, design, implementation, management, and support services.

USmax is certified by the Commonwealth of Virginia Department of Veterans Services as a Virginia Values Veterans (V3) Certified Employer and is an avid supporter of the men and women who have served our country.

USmax is an Equal Opportunity Employer. Please see our website to learn more about our employment policies or to request accommodation to apply for employment.