Project Administrator, Associate

M.C. Dean, Inc.; Tysons (VA); Hybrid; USD 23,000 - 29,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Paid time off

Tuition reimbursement

401k retirement

Job summary

M.C. Dean, Inc. is seeking a Project Administrator to support program management with data entry, document organization, and contract administration across multiple projects.

The role requires strong writing/editing skills, meticulous organization, and the ability to handle fast-paced environments while coordinating with various teams and maintaining compliance with contractual requirements.

Qualifications

• Minimum of high school diploma with two years of experience, or combination of equivalent experience and training.
• Experience in professional writing, editing, and document production required.
• Excellent organizational skills and ability to work well under stress, despite numerous interruptions.
• Accuracy and attention to detail.
• Ability to work independently and resolve practical problems.
• Must be an effective leader with excellent written and oral communication skills.
• Ability to deal effectively and tactfully with a wide variety of individuals in person, via telephone and in writing.
• Must have strong multitasking skills.
• Must have strong computer skills in word processing, spreadsheets, databases, and interaction with customer portals and advanced knowledge of MS Office Suite.
• Experience authoring responses to statements of work, staffing plans, past performance sections, management plans, and executive summaries.

Responsibilities

• Work with Program Management on business and contractual matters (proposals, deliverables, reporting).
• Maintain proposal, project and contract documentation.
• Ensure compliance with contract requirements and related duties.
• Serve as focal point for issue resolution (commercial and federal).
• Administer commercial and U.S. Federal contracts via milestones.
• Develop and maintain tracking lists for proposal, deliverable, project and contract management.
• Ensure team compliance with project and contract requirements.
• Assist Program Manager with monthly and financial reports.
• Organize meetings and prepare briefs, plans, spreadsheets, and materials.
• Prepare documentation for permits, security, certification, and travel requests.
• Create technical documentation and visuals.
• Convey complex information to diverse audiences.
• Document meetings and conversations; cite sources.
• Research and cite reference materials.
• Design templates for internal/external use.
• Develop schedules and templates for various documentation.
• Write and proofread contract materials to meet deadlines.

Skills

Professional writing

Editing

Document production

Organizational skills

Attention to detail

Independent work

Written communication

Oral communication

Multitasking

MS Office proficiency

Education

High school diploma

Tools

SharePoint

Visio

Project

Adobe Acrobat

Adobe Creative Suite

Job description

Overview

About M.C. Dean

M.C. Dean is Building Intelligence. We design, build, operate, and maintain cyber-physical solutions for the nation’s most mission-critical facilities, secure environments, complex infrastructure, and global enterprises. With over 7,000 employees, our capabilities span electrical, electronic security, telecommunications, life safety, automation and controls, audiovisual, and IT systems. Headquarters in Tysons, Virginia, M.C. Dean delivers resilient, secure, and innovative power and technology solutions through engineering expertise and smart systems integration.

Why Join Us?

Our people are passionate about engineering innovation that improves lives and drives impactful change. Guided by our core values—agility, expertise, and trust—we foster a collaborative and forward-thinking work environment. At M.C. Dean, we are committed to building the next generation of technical leaders in electrical, engineering, and cybersecurity industries.

The Project Administrator will assist with all data entry, document organization and overall administrative tasks throughout the duration of each project.

Responsibilities

• Work and collaborate with Program Management personnel on matters of business and contractual nature, such as preparation of proposal responses; preparation and monitoring of project deliverables; preparation and monitoring and project reporting; and addressing performance and/or funding issues.
• Maintain proposal, project and contractual documentation including contract repositories.
• Ensure compliance with contract requirements and perform all other position related duties as assigned.
• Perform responsibilities as focal point for ongoing issue resolution, including commercial and federal compliance (terms and conditions), acceptance, and payment issues.
• Responsibility for the administration of commercial and U.S. Federal contracts based on project milestones, to include responsibility for tracking and documenting change orders.
• Develop and maintain tracking lists for proposal, deliverable, project and contract management for team reviews and compliance.
• Responsible for ensuring team is compliant with project and contract requirements, deliverables requirements, and schedule requirements.
• Assist Program Manager in preparation of monthly reports and other financial reports.
• Organize project, proposal and contract meetings and assist in preparation of briefs, plans, spreadsheets, and other material.
• Prepare documentation for employee permits, security, certification, travel requests.
• Design, create, lay out, and produce technical documentation, including information sheets, reference guides, briefs, and presentations.
• Convey complex information and concepts in appropriate fashion to audiences with different levels of technical knowledge.
• Document and accurately capture information from meetings, conversations, and presentations.
• Research, analyze, and cite reference materials from print and online sources.
• Design professional document templates for internal and external use.
• Develop schedules, outlines, and templates for various types of proposal and project documentation.
• Write, edit, and proofread contract materials in response to client requests and requirements while meeting established schedules and deadlines.
• Conceptualize graphics, figures, tables, and other presentation techniques to optimize impact of information provided.
• Coordinate and assist with contract and proposal deliverables production, packing, and delivery (hard / soft copy) per RFP requirements.
• Coordinate documentation for prefab jobs including drawings, BOMs, revisions, RFIs, and change notices.
• Enter, update, and verify production, labor, and inventory data in ERP/MRP or construction management systems
• Support labor tracking, timekeeping, and manpower reporting for shop personnel.
• Maintain safety, quality, and compliance documentation in accordance with company standards and project requirements.
• Assist with onboarding paperwork, training records, certifications, and badging for manufacturing employees.
• Schedule meetings, prepare reports, and distribute production metrics (output, efficiency, backlog).
• Perform general administrative tasks including filing, scanning, document control, and correspondence.

Qualifications

• Minimum of high school diploma with two years of experience, or combination of equivalent experience and training.
• Experience in professional writing, editing, and document production required.
• Excellent organizational skills and ability to work well under stress, despite numerous interruptions.
• Accuracy and attention to detail.
• Ability to work independently and resolve practical problems.
• Must be an effective leader with excellent written and oral communication skills.
• Ability to deal effectively and tactfully with a wide variety of individuals in person, via telephone and in writing.
• Must have strong multitasking skills.
• Must have strong computer skills in word processing, spreadsheets, databases, and interaction with customer portals and advanced knowledge of MS Office Suite.
• Experience authoring responses to statements of work, staffing plans, past performance sections, management plans, and executive summaries.

Beneficial Skills:

• Microsoft SharePoint, Visio, and Project. Adobe software, including Acrobat Professional, Creative Suite Federal and DoD contract experience.
• Some U.S. Government acquisitions experience.
• Experience working with Government contract vehicles to include ID/IQs and Multiple Award Contracts (MAC).
• Knowledge of proposal preparation, contract or pricing functions, contract administration principles, industry practices, regulations and policies.

Abilities:

• Exposure to computer screens for an extended period of time.
• Sitting for extended periods of time.
• Reach by extending hands or arms in any direction.
• Have finger dexterity in order to manipulate objects with fingers rather than whole hands or arms, for example, using a keyboard.
• Listen to and understand information and ideas presented through spoken words and sentences.
• Communicate information and ideas in speaking so others will understand.
• Read and understand information and ideas presented in writing.
• Apply general rules to specific problems to produce answers that make sense.
• Identify and understand the speech of another person.

We offer an excellent benefits package including:

• A competitive salary
• Medical, dental, vision, life, and disability insurance
• Paid time off
• Tuition reimbursement
• 401k Retirement Plan
• Military Reserve pay offset
• Paid maternity leave

Pay Range

USD $23.19 - USD $28.99 /Yr.