Contracts and Project Administrator with Security Clearance

USmax Corporation; Fairfax (VA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

USmax Corporation is seeking a Contracts and Project Administrator to support federal programs. The role covers contracts, financial tracking, and project administration with Excel-driven reports and tracking tools.

The ideal candidate has 3+ years in contracts/financial/project support, a bachelor's degree or equivalent, and is proficient in Excel and SharePoint. This hybrid role requires three days in the office in Virginia and offers the chance to grow within a diverse, award-winning IT

Qualifications

• Bachelor's degree or equivalent professional experience.
• 3+ years 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.

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 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

Excel proficiency

Attention to detail

Organizational skills

Analytical skills

Communication skills

Time management

Education

Bachelor's degree or equivalent

Tools

Excel

PivotTables

Conditional formatting

Word

PowerPoint

SharePoint

Outlook

Job description

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.