Summary
The Project Administrator will support the Environmental group’s Assistant Operations Manager with the organization and coordination of office and project administration and procedures to ensure organizational effectiveness, efficiency, and safety. This position will provide administrative support to the Assistant Operations Manager, the Vice President of Environmental Services, and the Program and Project management team. This role is responsible for assisting in client deliverable production, management of environmental group-owned equipment (including IT equipment), and health and safety program coordination. This position requires an energetic professional who does not mind wearing multiple hats and is experienced in handling various project- and administrative-related tasks. This position requires a candidate who can work independently with little to no supervision. The individual must be well organized, flexible, and enjoy the administrative challenge of supporting a diverse group of individuals in a fast-paced department.
The salary range for this position is dependent on the level:
Level II - $74,498-$90,888/year
Level III - $86,189-$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)
- Support the process of preparing documents for client delivery; duties include formatting, editing, and PDFing technical documents in accordance with various client deliverable requirements and aiding in the delegation of production tasks to other available staff members.
- Provide direct assistance to the Assistant Operations Manager on various operations tasks, onboarding new staff members, and planning staff events.
- Assistant in the management, organization, and inventory of IT equipment, including ordering/shipping new equipment for new hires, as applicable.
- Assist in implementing and managing a scheduling system for environmental staff, including significant project task assignments.
- Assist in coordinating travel for environmental staff, including administering the corporate Alaska Airlines EasyBiz account, security badging at federal facilities, the inReach account, and various lodging accounts.
- Support the Assistant Operations Manager and Environmental group staff on field assignments or at remote locations as a point of contact for coordination and assistance with Project Managers, vendors, shippers, and subcontractors.
- Support integrating new employees into the environmental group by arranging the necessary IT equipment and providing needed information, including company procedures and policies.
- Assist in coordinating with corporate building personnel and the IT department to maintain functional office equipment and adequate office supplies for the Environmental group.
- Compose and/or edit letters, memos, reports, procedures, and other needed documents or communications
- Schedule meetings and compose and/or edit and send out meeting agendas
- 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 document production 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 preparation 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
Level II
- High School Diploma or equivalent
- Five (5) to Seven (7) years of relevant working experience
- 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
- Associate degree in Business administration, accounting, or a related field
- Experience may be substituted for education on a 1:1 basis
- Seven (7) or more years of relevant working experience
- 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
- Associate degree in Business Administration, Accounting, or a related field
- Experience with computerized accounting software, i.e., Deltek/Costpoint
- Experience with the USACE MED requirements
- Technical document and production experience
- Experience working independently and on a team
- Knowledge and experience with Alaska Native cultures
Shareholder Preference
Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.
Core Competencies
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills with the ability to work with minimal oversight
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.
Work Environment
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 a.m. to 5:00 p.m. or as business needs dictate
