Project Control Specialist

Ethic Tech, LLC; Huntsville (AL); On-site; USD 65,000 - 90,000; Full time

Job summary

Ethic Tech, LLC is seeking a Project Control Specialist to provide administrative and program control support for government contracts, programs, and projects. You will assist with project setup, billing, timekeeping, subcontractor documentation, contract modifications, and reporting, aligning with established processes and procedures.

You will work with Program Management, Accounting, Contracts, and other teams to ensure accurate, complete, and timely information across Unanet and other

Qualifications

• Bachelor's degree in Business Administration, Finance, Accounting, Contract Management, or a related field.
• Experience in administrative support, accounting, project support, billing, program controls, or related areas.
• Proficiency with Microsoft Excel.
• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to follow established processes and procedures.
• Ability to manage multiple tasks and meet deadlines.
• Effective written and verbal communication skills.
• Ability to work collaboratively with employees across multiple functional areas.
• Ability to maintain confidential and sensitive information.

Responsibilities

• Assist in the set up of programs, projects, and associated tasks in Unanet based on contract awards and information provided by appropriate personnel.
• Enter and maintain project and billing setup information in Unanet.
• Assist with project setup and processing in AIM and other applicable systems.
• Update project information based on approved changes and modifications.
• Maintain supporting project documentation and records.
• Prepare and process routine monthly Firm-Fixed-Price (FFP) billing for assigned projects.
• Prepare and maintain billing worksheets used to support subcontractor management.
• Review expense reports for applicable project requirements and route questions or discrepancies to the appropriate personnel.
• Maintain supporting documentation for billing and expense activities.
• Assist Accounting and Program Management with routine billing-related questions and documentation.
• Process approved contract modifications and update applicable project information.
• Assist with routine subcontract administration and tracking activities.
• Maintain subcontractor billing worksheets and related documentation.
• Track required subcontract information and follow up on outstanding items as directed.
• Provide administrative support for subcontractor billing and purchase order activities.
• Support customer time management and timesheet activities.
• Monitor routine timesheet requirements and assist with follow-up activities as needed.
• Process project-related new hire changes and other approved personnel updates.
• Enter or update applicable employee and project information in designated systems.
• Coordinate with Program Management, Accounting, and Human Resources as needed to ensure required changes are processed.
• Enter and maintain required information in customer portals and systems.
• Assist with customer monthly reporting requirements.
• Support enterprise quotes and list activities.
• Prepare recurring reports using established templates and procedures.
• Collect and organize information needed for routine program reporting.
• Maintain documentation related to customer portal submissions and recurring reporting requirements.
• Participate in Business Development/Pipeline meetings as requested.
• Provide routine program and project information to support Business Development and pipeline activities.
• Assist Program Management and other departments with administrative and program control activities as assigned.
• Maintain organized electronic records and supporting documentation for assigned programs.

Skills

Attention to detail

Time management

Communication

Team collaboration

Confidential information handling

Process adherence

Education

Bachelor's degree in Business Administration, Finance, Accounting, Contract Management, or related field

Tools

Unanet

Microsoft Excel

Job description

Position Summary

The Project Control Specialist provides administrative and program control support for assigned government contracts, programs, and projects. This position assists with project setup, billing, timekeeping, subcontractor documentation, contract modifications, reporting, and other program support activities in accordance with established processes and procedures.

Working under established procedures and guidance, the Project Control Specialist maintains project information in Unanet and other systems, prepares recurring billing and reporting documentation, processes program-related changes, and helps ensure required information is accurate, complete, and submitted in a timely manner.

The position works closely with Program Management, Accounting, Contracts, and other functional teams to support day-to-day program operations.

Primary Responsibilities

Program and Project Setup

• Assist in the set up of programs,, projects, and associated tasks in Unanet based on contract awards and information provided by appropriate personnel.
• Enter and maintain project and billing setup information in Unanet.
• Assist with project setup and processing in AIM and other applicable systems.
• Update project information based on approved changes and modifications.
• Maintain supporting project documentation and records.

Billing and Expense Support

• Prepare and process routine monthly Firm-Fixed-Price (FFP) billing for assigned projects.
• Prepare and maintain billing worksheets used to support subcontractor management.
• Review expense reports for applicable project requirements and route questions or discrepancies to the appropriate personnel.
• Maintain supporting documentation for billing and expense activities.
• Assist Accounting and Program Management with routine billing-related questions and documentation.

Contract Modification and Subcontract Support

• Process approved contract modifications and update applicable project information.
• Assist with routine subcontract administration and tracking activities.
• Maintain subcontractor billing worksheets and related documentation.
• Track required subcontract information and documentation and follow up on outstanding items as directed.
• Provide administrative support for subcontractor billing and purchase order activities.

Timekeeping and Employee Changes

• Support customer time management and timesheet activities.
• Monitor routine timesheet requirements and assist with follow-up activities as needed.
• Process project-related new hire changes and other approved personnel updates.
• Enter or update applicable employee and project information in designated systems.
• Coordinate with Program Management, Accounting, and Human Resources as needed to ensure required changes are processed.

Customer Portals and Reporting

• Enter and maintain required information in customer portals and systems.
• Assist with customer monthly reporting requirements.
• Support enterprise quotes and list activities.
• Prepare recurring reports using established templates and procedures.
• Collect and organize information needed for routine program reporting.
• Maintain documentation related to customer portal submissions and recurring reporting requirements.

Program and Business Development Support

• Participate in Business Development/Pipeline meetings as requested.
• Provide routine program and project information to support Business Development and pipeline activities.
• Assist Program Management and other departments with administrative and program control activities as assigned.
• Maintain organized electronic records and supporting documentation for assigned programs.

Required Qualifications

• Bachelor's degree in Business Administration, Finance, Accounting, Contract Management, or a related field. Relevant experience may be substituted for the degree requirement.
• Prior experience in administrative support, accounting, project support, billing, program controls, or a related area preferred. Relevant experience is required when used in lieu of the degree requirement.
• Proficiency with Microsoft Office applications, particularly Microsoft Excel.
• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to follow established processes and procedures.
• Ability to manage multiple tasks and meet recurring deadlines.
• Effective written and verbal communication skills.
• Ability to work collaboratively with employees across multiple functional areas.
• Ability to maintain confidential and sensitive information.

Preferred Qualifications

• Experience in a federal government contracting environment preferred.
• Experience with Unanet or a similar project accounting or ERP system preferred.
• Familiarity with invoicing, billing, timekeeping, purchase orders, or subcontract documentation preferred.
• Experience entering and maintaining information in financial, project management, or customer systems preferred.

Knowledge, Skills, and Abilities

• Strong data-entry and recordkeeping skills with a high level of accuracy.
• Ability to follow detailed instructions and established procedures.
• Ability to organize and maintain financial and program documentation.
• Ability to learn multiple software applications and customer portals.
• Ability to recognize missing or inconsistent information and refer questions to the appropriate team member.
• Ability to prioritize routine assignments and meet established deadlines.
• Strong interpersonal and customer-service skills.
• Ability to work effectively both independently on assigned tasks and as part of a team.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

Work Schedule

• Monday through Friday from 8am – 5pm, with core hours from 9:00am to 3:00pm.

Equal Employment Opportunity Statement

Ethic Tech, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected under applicable federal, state, or local laws.

This commitment applies to all aspects of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

If you require a reasonable accommodation to apply for a position or to participate in the hiring process due to a disability, please contact us at [e-mail].

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may change based on business and contractual requirements.