Project Administrator I

Bristol Alliance of Companies • Marysville, WA

3d • Onsite

About The Position

The Project Administrator I is responsible for supporting the efficient execution of construction projects by assisting in the coordination and documentation of all project related activities. This role involves working closely with project managers, project administrators, and other stakeholders to ensure projects are completed on time, within budget, and in compliance with regulatory and contractual requirements. Project Administrator I will perform administrative functions of the project including preparing reports and maintaining effective communication between team members. Bristol Alliance of Companies (Bristol) is committed to building lasting relationships that reflect our hard work, ingenuity, and dedication to safety. Every employee has an impact on our success, which benefits the Native Culture, land, and people of the Bristol Bay region. Our values: People, Communities, Reputation, Teamwork, Trust, and Truth.

Requirements

• High School Diploma or equivalent.
• Minimum of 1 year experience as a project assistant or administrative assistant.
• Valid driver’s license.
• Ability to manage day-to-day activities effectively.
• Ability to prioritize and organize, work well under stress, meet deadlines.
• Work independently, prioritize work activities and use time efficiently.
• Ability to function in a self-directed, fast-paced, agile environment using critical thinking and strong problem-solving skills.
• Ability to be flexible and adapt to constant change.
• Ability to work flexible hours as required to meet deadlines.
• Strong interpersonal skills to assist and communicate with staff and clients.
• Strong computer skills including proficiency in Microsoft (MS) Excel, MS Word, MS Outlook, Adobe Acrobat and accounting software.
• Ability to maintain confidentiality on a wide variety of topics and issues requiring discretion.
• Ability to perform tasks in a safe and responsible manner.
• Ability to respond appropriately and professionally to all inquiries or complaints
• Knowledge of basic accounts payable and accounts receivable requirements
• Knowledge of compliance requirements including company, state and federal requirements.
• Knowledge of business line workflow principles and company processes and procedures.
• Ability to work as part of a project team as well as be an integral part of the company PA Team.
• Demonstrate and promote a positive team-oriented environment.
• Demonstrates a high level of accuracy in preparing and entering financial information.
• Knowledge of administrative and clerical procedures and systems such as managing files and records, and other office procedures and terminology.
• Ability to clearly speak, write, read and understand the English language.
• Think innovatively and proactively to solve problems in a positive manner.
• Ability to embrace change.

Nice To Haves

• Construction or environmental project assistant or administrative assistant with construction or environmental project duties, preferably in the federal contracting market.

Responsibilities

• Process accounts payable & subcontractor invoices.
• Collection & audit of associated lien releases.
• Set-up and maintain project files.
• Work with project staff to keep information current.
• Track subcontractor and sub-tier documents including insurance certificates, business licenses, federal forms, contract documents.
• Track, audit, and process certified payroll submission, ensuring compliance with federal, state, and client requirements.
• Work with subcontractors to correct any issues.
• Input timesheets and expense reports as needed to support the field team.
• Assist with estimating and proposal efforts, as needed.
• Perform general filing, mail processing and administrative duties.
• Look for ways to improve and promote quality and monitor your own work to ensure quality is met.
• Perform general clerical duties as needed to support the team including, but not limited to, ordering supplies, answering telephone inquiries, taking messages, filing, scanning, and photocopying.
• Assist with gathering required documentation for project invoicing (Accounts Receivable).
• Assist with preparation of subcontracts, change orders, purchase orders, and other subcontractor or job-related actions.
• Coordinate with client any site access requirements, ensuring company and subcontractor compliance.
• Process new hires, field and office, as per Bristol policies.
• Complete project closeout including final releases, final billing, and an internal self-audit to ensure all final documents are complete and open commitments are satisfied.
• Other duties as assigned.

Benefits

• Excellent salary and benefits package to include paid time off, paid holidays, comprehensive health plan including medical, dental, vision, life insurance, short-term disability insurance, and 401(k) plan with employer match.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED