Administrative Specialist

ARA Career•Vicksburg, MS

5d•Onsite

About The Position

ARA’s Southern Division is seeking a full-time administrative specialist to support a team of approximately 50 engineers, scientists, and software developers. This is an on-site position in our office in Vicksburg, MS. As an administrative specialist, you will play a vital role in helping the division run smoothly and effectively. You will be involved in preparing proposals, supporting projects, and assisting division staff with a variety of tasks.

Requirements

High school diploma or equivalent
6+ years of relevant experience, including experience with project/task scheduling and program management
Proficient with MS Word, Excel, PowerPoint, Adobe, and Smartsheet, including Excel skills such as Power Query, VLOOKUP, and macros
Highly organized and detail oriented
Excellent interpersonal and verbal/written communication skills
Ability to multitask while maintaining a high degree of attention to detail and accuracy
Ability to work independently as well as within a team

Responsibilities

Support the project management team and proposal managers in compiling estimates and getting quotes for project proposals
Assist with the preparation of proposals and technical reports, including formatting and adherence to submittal instructions; serve as a Trusted Cost Proposal Expert (TCPE)
Maintain proposal documents database (all documents added, marked submitted, lost, etc.)
Work with project managers to generate and manage project plans
Support project managers in completing timely project reviews, including documentation and communication of any identified action items
Maintain project planning database that includes direct labor, travel and material costs
Track/monitor subcontractor spending, work completion, and deliverables when required
Perform budget analysis, cost projections, and estimates
Provide purchasing support (e.g., generating purchase orders)
Book travel for division staff, as needed