Project and Office Administrator

Full-time

Description

We are seeking a versatile Project & Office Administrator to drive daily operational and financial success across our federal contracting portfolio. In this hybrid role, you will lead cost proposal data entry to help win new contracts while supporting the financial tracking of active projects. You will leverage Unanet for real-time project accounting and resource tracking. As a small business, you will act as the anchor of our physical workplace, ensuring our office operates efficiently while safeguarding our project workflows. 

We are a lean, fast-paced team looking for a proactive, hard-working self-starter who naturally goes the extra mile and genuinely loves learning new things. Because this position secures our physical office, you must be highly reliable, comfortable working independently in the office, and eager to manage everything from spreadsheet data to incoming phones.

Key Responsibilities

• Develop Cost Proposals: Support the creation of profitable, competitive pricing models for RFP responses across various contract types (FFP, T&M, CPFF).
• Manage Project Baselines: Assist with workforce planning and tracking revenue recognition rules directly within Unanet.
• Optimize Labor Allocations: Cross-reference hours and labor categories between Unanet timesheets and Paylocity payroll reports.
• Conduct Variance Analysis: Generate regular Estimate-at-Completion (EAC) and Budget-vs-Actual (BVA) reports to identify budget variances.
• Support DCAA Compliance: Ensure all timekeeping, labor distributions, and project expense records strictly align with DCAA requirements.
• Support Accounting Operations: Assist with basic accounting tasks including accounts payable, billing support, and financial data entry. 
• Office Management & Phone Support: Monitor incoming phone calls, welcome occasional guests, manage office supplies, and oversee general facility needs.
• Go the Extra Mile: Proactively identify process improvements, research solutions independently, and enthusiastically tackle new tasks as assigned.

Work Environment & Schedule

• Primary Location: In-office.
• Independence: Must be highly reliable and comfortable working in the office alone during standard business hours.
• Flexibility: Largely an in-office role to maintain consistent phone and facility coverage.

Requirements

• Education: High School diploma or equivalent required; Associate's or Bachelor's degree in Finance, Accounting, or Business is a plus.
• Experience: 1–3 years of experience in an office administration, bookkeeping, or project support role. Prior bookkeeping experience or fundamental accounting knowledge is a major plus. Government Contracting experience preferred.
• Software Expertise: Hands-on experience with Unanet ERP (Project Accounting) and Paylocity (Payroll/HRIS) is highly preferred, but we are willing to train a fast learner.
• Contract Knowledge: General understanding of FAR/DFARS regulations or government contract structures is a plus.
• Technical & Soft Skills: Solid Microsoft Excel capabilities (pivot tables, basic formulas) paired with professional communication skills.
• Mindset: A resourceful, self-motivated attitude with a proven track record of taking initiative without constant supervision.