Project Administrator II

Job Summary Project Administrator II (Engineering Support) plays a key role in assisting the engineering department with the coordination, documentation, and administrative tasks required for the successful planning, design, and execution of engineering projects. This position supports engineers and project managers by ensuring that project documentation, reports, schedules, and communications are accurate, timely, and compliant with company and client requirements. This role contributes directly to the efficiency and quality of project delivery while maintaining organized systems for project tracking and documentation. Essential Functions Process accounts payable & subcontractor invoices. Collection & audit associated lien releases. Perform data entry and assist with budget tracking and invoicing. Set-up and maintain project files. Work with project staff to always keep information current. Maintain necessary contract documents from subconsultants to include insurance certificates, business licenses, federal forms, contract documents. Input timesheets and expense reports as needed to support the field team. Assist with proposal preparation and gathering of engineering qualifications. Perform general filing, mail processing and administrative duties. Look for ways to improve and promote quality and monitor your own work to ensure quality is met. Assist PM using established procedures for project invoicing (Accounts Receivable). Provide general contract and subcontract administration. Prepare routine teaming agreements, subcontracts, change orders, purchase orders, and other subcontractor or job-related actions. Prepare, organize, and maintain subcontract records and files documenting contract performance and compliance. Generate, review, and maintain documents and records pertaining to all aspects of contracting process including pre-award and post award correspondence, task orders, mods, closeout records, amendments, cost estimates, and delivery orders. Understand contract requirements, special provisions, and terms and conditions to ensure compliance with appropriate laws, regulations, corporate policies, and business unit procedures. Complete project closeout including final releases, final billing, and an internal self-audit to ensure all final documents are complete and open commitments are satisfied. Other duties as assigned. Competencies Ability to manage day-to-day activities effectively. Ability to prioritize and organize, work well under stress, meet deadlines. Work independently, prioritize work activities and use time efficiently. Ability to function in a self-directed, fast-paced, agile environment using critical thinking and strong problem-solving skills. Ability to be flexible and adapt to constant change. Ability to work flexible hours as required to meet deadlines. Strong interpersonal skills to assist and communicate with staff and clients. Ability to maintain confidentiality on a wide variety of topics and issues requiring discretion. Ability to perform tasks in a safe and responsible manner. Ability to respond appropriately and professionally to all inquiries or complaints. Proficient in accounts payable and account receivable. Knowledge of compliance requirements including company, state and federal requirements. Knowledge of business line workflow principles and company processes and procedures. Ability to work as part of a project team as well as be an integral part of the company PA Team. Demonstrate and promote a positive team-oriented environment. Demonstrates a high level of accuracy in preparing and entering financial information. Knowledge of administrative and clerical procedures and systems such as managing files and records, and other office procedures and terminology. Ability to clearly speak, write, read and understand the English language. Ability to gather and analyze data, reason logically and creatively, draw conclusions and apply them to project. Think innovatively and proactively to solve problems in a positive manner. Ability to embrace change. Exceptional computer skills including proficiency in MS Excel, MS Word, MS Outlook, Adobe Acrobat and accounting software. Sound judgment and decision-making skills. Ability to exercise sound professional judgment and maintain confidentiality on a wide variety of topics and issues requiring discretion. Ability to take charge when necessary and evaluate situations to determine the proper course of action. Ability to perform tasks in a safe and responsible manner. Required Education and Experience Bachelor's degree in business administration. Minimum of 2 years' experience as a project assistant or administrative assistant. 2 years' experience as a construction or environmental project assistant or administrative assistant with construction or environmental project duties preferred. Valid driver's license. Preferred Education and Experience Project administrator, office manager, or assistant project manager within the specific business line, preferably in the federal contracting market. Experience with Unanet a plus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Position is primarily based in an office environment, with occasional exposure to varying noise levels that may require clear and auditable communication. Position may involve working in conditions that require prolonged periods of sitting, frequent use of computers and office equipment and collaboration in shared workspaces. Position will involve exposure to standard office equipment factors such as printer toner, paper dust, artificial lighting, and temperature variations due to air conditioning or heating systems. Position requires close visual focus for tasks such as operating a computer, reviewing documents and performing detailed analytical work. Physical Qualifications The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Mobility: must be able to stoop, kneel, reach, walk, lift, grasp, feel, talk, hear, and perform repetitive motions. Hearing: must be able to hear audible safety alarms. Visual Acuity: must be adequate to perform the above listed tasks in a safe manner and perform activities such as viewing a computer terminal and extensive reading. Lifting: must be able to exert up to 50 pounds of force occasionally and up to 20 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects, including the human body. Benefits Excellent salary and benefits package to include paid time off, paid holidays, comprehensive health plan including medical, dental, vision, life, short-term disability insurance, and 401(k) plan with employer match. Equal Opportunity Employer Statement Bristol companies are equal opportunity employers and offer any available positions to all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, parenthood, pregnancy, marital status or changes in marital status, in accordance with applicable state and federal laws. This applies to recruitment, placement, pay, benefits, training, employment status changes, social and recreational programs, and other conditions and benefits of employment. Bristol grants employment preference first to BBNC and Choggiung shareholders, their spouses, or descendants, and second to Alaska Native Corporation shareholders in accordance with P.L. 93-638. Disclaimer This job description is not intended to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. This job description is not a contract or employment. It does not promise or guarantee any particular benefit or specific action. All employment with Bristol is "at-will" which means that Bristol or employee can terminate the employment relationship at any time with or without cause. #J-18808-Ljbffr