Contracts & Projects Specialist (Hybrid)

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

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.