Project Administrator I/II/II - AMCC

Ahtna Inc; Florida; On-site; USD 64,000 - 106,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with 3% match

Paid time off (PTO)

Job summary

Ahtna Inc is seeking an experienced administrative and project support professional to assist the site management team in planning, coordinating, scheduling, and cost accounting for construction and environmental remediation contracts in the United States (Florida). The role includes handling paperwork, vendor invoices, budgeting, and liaison duties to keep projects on time and within budget.

Minimum qualifications include MS Office proficiency and at least a high school diploma, with Level II

Qualifications

• Level I requires 3–5 years of relevant working experience.
• Level II requires 5–7 years of relevant working experience.
• Level III requires 7+ years of relevant working experience; Associate degree allowed with experience substitution 1:1; Federal contracting experience preferred.

Responsibilities

• Provide project and administrative support to site management, coordinating, scheduling, and cost accounting.
• Act as liaison between Project Manager/Staff and other departments, external contacts, clients, etc.
• Process invoices and manage payroll, payables, and receivables while ensuring accuracy.
• Assist in planning work schedules and assigning project personnel/equipment to meet timelines and budgets.
• Maintain and reconcile cost control documents and records; support with small task orders and proposals.
• Conduct quality control and mentoring to project staff.

Skills

MS Office

Education

High School Diploma/GED or better

Associate degree in Business administration, accounting, or a related field

Tools

Deltek Costpoint

Job description

Provide project and administrative support to the site management team by planning, coordinating, scheduling, and cost accounting of construction and environmental remediation contracts. Ensure that the goals/objectives of the project are accomplished within a prescribed time frame and budgetary parameters. Perform clerical and administrative support services manage the flow of paperwork and electronic correspondence, track and administer field changes, and interact with subcontractors and consultants.

The pay range for this position is dependent upon the level:

Level I: $30.96/hour-$37.46/hour

Level II: $74,498/year-$90,888/year

Level III: $86,189/year-$106,012/year

This position comes with a competitive and comprehensive benefits package, including medical, dental, and vision insurance, life insurance, a 401(k) plan with a 3% match, paid time off (PTO), and company-paid holidays.

This position will be posted for 5 days or until filled.

Essential Duties and Responsibilities (including but not limited to)

• Compose and/or edit letters, memos, reports, procedures, etc., as required by the Project Manager/Project Staff for signature/approval.
• Act as a liaison between the Project Manager/Project Staff and others, such as other departments, external contacts, clients, etc. May be required to arrange meetings, clarify and resolve problems, coordinate work, and maintain working relationships.
• Oversee and/or process day-to-day administrative items (i.e., expense reports, supply requisitions, personnel transaction forms, operating budgets, etc.) per supervisor's authorization.
• Assist the Project Manager/Project Staff in planning the work schedule and arranging for the assignment of project personnel and equipment as needed to ensure the project progresses on schedule and within the prescribed budget.
• Assist in preparing control documents for use in reconciling one or more of the following: payroll, payables, and/or receivable transactions.
• Process vendor/subcontractor invoices for payment by making comparisons to purchasing orders/subcontracts, and material receiving reports to verify quantities, prices, payment terms, and freight charges within procurement guidelines.
• Code purchase orders, subcontractor invoices, vendor invoices, and expenditures for input into the cost collection system.
• Perform project-related research, development, and/or interpretation of data.
• Provide client assistance to Program Managers; manage scope, schedule, and budget on small-sized projects.
• Maintain 1-2 areas of technical expertise.
• Technical project execution and document preparation, peer review project documents.
• Assist with small-sized task orders and project proposals.
• Conduct quality control activities and implement corrective measures on any deficient work elements.
• Support cost estimating and bid preparations efforts of active proposals.
• Technical mentoring.
• Maintain records through filing, retrieval, retention, storage, compilation, coding, updating, and purging.
• Perform any other duties as assigned by management.

Supervision

None

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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 essential functions.

Level I

• Three (3) to Five (5) years of relevant working experience
• High School Diploma or equivalent
• Proficient computer skills, particularly Microsoft word, excel, and outlook
• Current driver's license with clean driving record, ability to be covered by company insurance

Level II

• Five (5) to Seven (7) years of relevant working experience
• High School Diploma or equivalent
• Proficient computer skills, particularly Microsoft word, excel, and outlook
• Current driver's license with clean driving record, ability to be covered by company insurance

Level III

• Seven (7) or more years of relevant working experience
• Associate degree in Business administration, accounting, or a related field
• Experience may be substituted for education on a 1:1 basis
• Proficient computer skills, particularly Microsoft word, excel, and outlook
• Current driver's license with clean driving record, ability to be covered by company insurance
• Experience with Federal contracting

Preferred Qualifications

• Associates degree in Business Administration, Accounting, or a related field
• Experience with computerized accounting software i.e., Deltek/Costpoint
• Knowledge and experience with Alaska Native cultures

Shareholder Preference:

Pursuant to applicable law, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment

Core Competencies

• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Accountability - Ability to accept responsibility and account for his/her actions.
• Detail Oriented – Strong attention to detail and the ability to multi-task in a dynamic, fast-paced high-volume environment.

Physical Demands

Frequent sitting for prolonged periods, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs and no elevator available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.

Work is performed in an office setting with the ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination, and visual acuity to use a keyboard and video display terminal, and other office equipment. Moderate travel may be required to shareholder communities, subsidiary offices, and other locations as needed.

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

The work environment characteristics described in this job description are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Generally indoors. While outdoors may be subject to site conditions, changes in temperature, weather conditions, and noise levels. Office environment with frequent interruptions, high-paced atmosphere with tendencies of having an extremely heavy workload.

Work Schedule: Monday – Friday 8:00 to 5:00 or as business needs dictate.

Qualifications

Skills

Required

MS Office

Intermediate

Education

Required

High School Diploma/GED or better.

Experience

Required

3 years:

3 years:

Level I Three (3) to Five (5) years of relevant working experienceLevel II Five (5) to Seven (7) years of relevant working experienceLevel III Seven (7) or more years of relevant working experience Associate degree in Business administration, accounting, or a related fieldo Experience may be substituted for education on a 1:1 basis Experience with Federal contracting

Licenses & Certifications

Required

Driver's License

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.