Project Administrative Manager

Calista Corporation•Fairbanks, AK

About The Position

The Project Administrative Manager is responsible for various technical and administrative functions supporting the Mechanical and Electrical construction projects and team while always cultivating and maintaining positive business relationships to ensure efficient and effective project execution. Personal initiative and critical thinking skills are essential to complete job duties with minimal oversight. Responsibilities include, but are not limited to, project documentation controls, contracts, project setup, accounts receivable, manuals and tracking, and overall office activities. Additionally, this position will be responsible for union dispatching and union onboarding. This position will perform various high-level administrative construction tasks for multiple companies to support the coordination of construction projects from inception to completion.

Requirements

Diverse background in office management, operations support, and project management.
Basic knowledge of accounting principles, processes, and terminology.
Working knowledge of the construction industry preferred.
Basic understanding and general knowledge of industry best practices and procedures.
Basic knowledge of company policies, documentation, and implementation of office procedures.
Knowledge and skills in computerized accounting, financial reporting, and project management systems.
Excellent analytical and technical skills.
Demonstrates strong project management and organizational skills.
Exceptional time management skills.
Excellent communication skills, both oral and written, to deal effectively with a variety of interpersonal relationships and situations.
Ability to work in a team environment.
Good working knowledge of various personal computer business software applications presently used by the Company.
Ability to learn new applications.
Ability to learn and understand the Company’s Standard Operating Procedures (SOPs).
Ability to do business ethically with customers, vendors, and co-workers.
Ability to be detail-oriented; superior organizational, follow-up, and records maintenance skills.
Ability to exercise resourcefulness in assisting management and co-workers.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to draft routine reports and correspondence.
Ability to work efficiently and provide a consistent level of high-quality in a high-pressure environment.
Ability to adapt to a dynamic work schedule, including extended hours, weekends, and changing shifts, in response to evolving project demands and deadlines.
Ability to operate a motor vehicle in a safe and efficient manner.
Ability to work in a Native Corporation multi-business environment.
Bachelor’s degree or equivalent in business administration, accounting, or a similar field, or work-related experience and equivalent skills may be substituted.
Minimum of 2 years of experience working in a similar position, construction industry preferred.
Valid state driver’s license and qualified to operate a vehicle under the conditions of the Company’s Driving Policy.
Ability to pass drug, driving, and background screening.

Nice To Haves

Working knowledge of the construction industry preferred.
Minimum of 2 years of experience working in a similar position, construction industry preferred.

Responsibilities

Manage the day-to-day administrative functions for Brice Equipment, Brice Services, and related subsidiaries.
Participate in job planning and project management meetings with the construction staff and assist in job startup and shutdown.
Provide administrative support for all related project employees.
Complete union onboarding and offboarding tasks for submission to Human Resources.
Provide operations support to Human Resources, IT, Payroll, accounts payable, and the project team.
Participate in the bidding process, including the preparation of proposal materials.
Compile bid packages with all required documents, insurance, and bonding.
Prepare Disadvantaged Business Enterprise good faith efforts in support of estimates (when required).
Obtain bid/performance/payment bonds and Certificates of Insurance.
Submit required documents for subcontractors after bid award.
Prepare subcontracts, attachments, and exhibits.
Ensure copies of contracts and subcontracts are filed in project files.
Update and maintain all special statuses, certifications, business licenses, contractors’ licenses, and administrators’ licenses.
Perform all check deposits and payment receipts for Accounts Receivable for Brice Equipment, Brice Services, and related subsidiaries.
Coordinate with IT any office setup requirements, such as hardware, software, internet, cell phones, desk phones, and laptops for satellite offices or job sites.
Manage all office purchases, maintenance requests, media requests, equipment management, and office vendors.
File, maintain, and update SAM.gov for multiple companies.
Coordinate charitable contributions and sponsorships.
Track and maintain usage of cell phones.
Meet project deadlines and time-sensitive milestones to ensure smooth workflow and contract compliance.
Work in a constant state of alertness and in a safe manner.
Perform other duties as directed.