Administrative Clerk (Project Admin)

Job Description

Job Description

Overview

Disclaimer:
This requisition is part of a Pre-Award requirement intended to identify and engage qualified candidates for a position that may be awarded to M.C. Dean. We will conduct interviews and may issue contingent offers of employment based on qualifications and suitability. Please note that formal offers will only be extended once the contract is officially awarded, at which time final candidates will be reviewed and selected.

 

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. 

 

Clearance Requirement: Applicants selected will be subject to a government security investigation and may meet eligibility requirements, including U.S. Citizenship, for access to classified information; Ability to obtain and maintain an HSPD-12 clearance required. 

 

Responsibilities

The Admin Clerk will provide administrative support to facility management staff with office management responsibilities to include documentation, data entry, budgeting, personnel records, payroll, reports writing and compilation, and other administrative tasks. The Administrative Clerk may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. They will serve in a lead role over the Preventive Maintenance and Service Call Clerks. This role is foundational to the success of facility team in meeting contractual requirements. They will report to the Project Manager and work jointly with the entirety of the management staff and team. This position is covered by the CBA for Industrial, Technical and Professional Employees Union, OPEIU Local 4873. 

• 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 associated with general invoicing.
• Assist with maintaining 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 Project 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.
• Document and accurately capture information from meetings, conversations, and presentations.
• Design professional document templates for internal and external use.
• 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. 

General Admin  

• Create, collect, and organize reports.  Manage document naming, version, and history. 
• Create meeting agendas, take meeting minutes, and distribute meeting documentation.  
• Assist management with maintaining Staff Directory, Personnel Certificates/Licenses, etc. 
• Various administrative duties (initial report drafts, templates, etc.) – out of order signs, forms, prints etc.    

Other Duties as Assigned  

• When necessary, provide surge / back-up support to various other positions.  Duties may include but not be limited to the following:  
  • Preventive Maintenance Clerk responsibilities for the maintenance of the asset database, scheduling preventive maintenance, and closing of preventive maintenance tickets. 
  • Service Call Clerk / Front Desk for the receipt and disposition of client issues and the provision of a communications portal for the facility. 
  • Schedule service appointments for technicians and subcontractors. Assisting with scheduling hard to access areas for PMs or Repairs.  

 

Qualifications

• High School Diploma or GED with 4+ years of experience in facilities, property management, or operations.
• Experience operating and maintaining the CMMS system for a large facility with extensive asset counts and significant customer personnel.
• Proficiency with Microsoft Word, PowerPoint, Outlook, PowerPoint, Excel, and Adobe.
• Ability to learn and adapt to new software, platforms, and workflow tools.
• Strong written and verbal communication skills.
• Ability to multitask, organize priorities, and work independently.
• Strong customer‑service orientation with the ability to remain calm under pressure.
• Experience with federal or DoD contracting environments is a plus.
• Ability to be in office five days a week. 

Clearance Requirement: Applicants selected will be subject to a government security investigation and may meet eligibility requirements, including U.S. Citizenship, for access to classified information; Ability to obtain and maintain an HSPD-12 clearance required. 

 

Beneficial Skills:

• Experience utilizing Nuvolo CMMS. 

• Experience utilizing InfraLink CMMS.

 

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

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.