Contracts & Project Administrator (H)

Job Description

Job Description

JOB SUMMARY:

TDX Holdings, LLC is seeking a Project Administrator to support the administration and oversight of federal government contracts across the TDX family of companies. This position works closely with the Vice President of Business Operations & Contract Management, Contracts Team, Project Management, Operations, Accounting, and other shared-service functions to ensure contracts and projects are administered accurately, timely, and in accordance with company and federal contracting requirements.

The Project Administrator will support contract documentation, project setup and controls, billing and invoicing, subcontract and vendor administration, change orders and modifications, job costing, compliance reporting, and audit readiness. The position serves as an important administrative liaison between operational project teams and corporate support functions.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Government Contract & Project Administration

• Support the administration of federal government contracts from project setup through contract completion and closeout.
• Establish and maintain organized contract and project files, including awards, modifications, change orders, subcontracts, purchase orders, correspondence, and supporting documentation.
• Maintain contract and open-project tracking logs, including contract types, funding, modifications, periods of performance, and other key administrative information.
• Assist the Contracts Team with processing contract modifications, change orders, and other contractual documentation.
• Assist with pre-construction, project startup, administrative submittals, and contract closeout activities as required.
• Track administrative requirements, deliverables, deadlines, and other contractual obligations and coordinate with responsible parties to support timely completion.
• Support documentation requirements for firm-fixed-price, time-and-materials, cost-reimbursable, and other flexibly priced federal service contracts .
• Maintain contract records and supporting documentation in an organized and audit-ready manner.

Billing, Job Cost & Financial Administration

• Coordinate accounts payable submissions from operating companies and project teams; review, submit, and track invoices to support accurate and timely payment.
• Review and enter vendor, subcontractor, and supplier invoice coding to support accurate project/job costing.
• Review project transactions against approved budgets, contract funding, and final proposal allocations.
• Support preparation and reconciliation of government contract invoices and associated supporting documentation.
• Assist with month-end billing reconciliation, cost-to-complete reporting, and contract revenue forecasting.
• Monitor customer billings, projected payments, retainage, and other project financial information.
• Review, track, and facilitate intercompany transactions associated with projects.
• Coordinate with Accounting and Payroll to obtain and reconcile labor and payroll information by project as needed.

Federal Contract Compliance

• Support contract administration in accordance with applicable Federal Acquisition Regulation (FAR) requirements, contract terms and conditions, and company policies and procedures.
• Support compliance with applicable Davis-Bacon Act, Service Contract Act (SCA), prevailing wage, and Collective Bargaining Agreement requirements.
• Assist with verification and documentation of labor classifications, wage determinations, fringe benefit requirements, and payroll information when applicable.
• Gather and organize information required for regulatory, contractual, and compliance reporting.
• Maintain documentation necessary to support internal, customer, government, and external audits.
• Identify missing, incomplete, or inconsistent project documentation and coordinate with appropriate personnel to resolve deficiencies.

Coordination & Reporting

• Serve as an administrative liaison among Contracts, Project Management, Operations, Accounting, Payroll, and other corporate support functions.
• Prepare and distribute routine contract, project, financial, and administrative reports.
• Communicate with project managers and other stakeholders regarding outstanding documentation, approvals, billing information, and administrative requirements.
• Assist the Vice President of Business Operations & Contract Management and Contracts Team with contract-related research, reporting, documentation, and special projects.
• Identify opportunities to improve contract administration, documentation, workflow, and internal controls.

• Perform other related duties as assigned.

 

MINIMUM REQUIREMENTS:

• 5+ years of project administration, project controls, construction and service contract administration, or related experience.
• Demonstrated experience with billing/invoicing, purchase orders, subcontracts, vendor documentation, project files, and/or contract documentation.
• Strong administrative, organizational, analytical, and problem-solving skills.
• Demonstrated ability to manage multiple projects, priorities, deadlines, and documentation requirements simultaneously.
• Strong attention to detail and ability to identify discrepancies in financial and contractual documentation.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams, and experience working with accounting, ERP, project-management, or contract-management systems.
• Strong written and verbal communication skills.
• Ability to work independently while coordinating effectively across multiple departments and operating companies.
• Ability to appropriately handle confidential, proprietary, financial, and contract-sensitive information.

PREFERRED QUALIFICATIONS:

• Experience supporting federal government contracts.
• Working knowledge of the Federal Acquisition Regulation (FAR) and federal contract administration.
• Experience with Davis-Bacon, SCA, prevailing wage, certified payroll, or Collective Bargaining Agreement requirements.
• Experience administering or supporting T&M, cost-reimbursable, or other flexibly priced contracts.
• Experience with government contract billing, job costing, project controls, or cost-to-complete reporting.
• Working knowledge of payroll and labor-cost allocation sufficient to review project timesheets and labor charges for accuracy.
• Experience supporting government, financial, or compliance audits.
• Experience with federal construction, environmental, engineering, logistics, or professional-services contracts.
• Experience supporting geographically dispersed or international project operations.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Strong attention to detail, organization, follow-through, sound judgment, and accountability.
• Ability to manage competing priorities, communicate effectively with both operational and corporate personnel, identify administrative or documentation deficiencies, and follow issues through resolution.
• A high degree of integrity, discretion, professionalism, and commitment to accurate and compliant contract administration.

 

NOTES:

 

This job description in no way states or implies that these are the only duties to be performed by this employee. This employee will be required to follow any other instructions and to perform any other duties requested by their supervisor. The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. These statements are not to be construed as an exhaustive list of responsibilities, duties, and skills required of a person in this position. Furthermore, these statements do not establish a contract for employment and are subject to change at the discretion of Tanadgusix Corporation (TDX) and its subsidiaries.

 

Equal Opportunity Employer/Shareholder Preference

 

TDX is an Equal Employment Opportunity and Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, veteran protected status or any other characteristic protected by applicable law. Native Preference applies pursuant to P.L. 93-638, and TDX grants employment preference to shareholders of Tanadgusix Corporation and their spouses and descendants to the extent allowed by law. Prior to employment, successful completion of a background investigation and pre-employment drug screen may be required.

 

Accommodation Request

 

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To request an accommodation, contact an HR representative at View phone number on us.fitly.work or at View email address on us.fitly.work.

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